Document Processor

Aston Carter (Naperville IL, USA) Follow 10 hours ago

Document Processing Specialist

Qualifications:

1+ years of experience in a document processing role, mailroom operations, or handling high-volume incoming mail.
Demonstrated ability to receive, sort, batch, and track physical and digital documents with a high degree of accuracy.
Basic to intermediate proficiency in Microsoft Excel for tracking, batch logging, and data entry.
Proficiency in Microsoft Office 365 for general office productivity and communication.
Strong organizational skills with meticulous attention to detail for sorting, batching, documentation, and reporting.
Ability to manage multiple tasks and priorities while maintaining accuracy in a fast-paced environment.
High level of integrity and confidentiality when processing customer data and payment information.
Ability to carry up to 25 pounds to handle boxes of mail and related materials.

Work Environment

The role is based in a professional, modern facility designed to support efficient mailroom and administrative operations. Standard work hours are Monday through Friday from 7:00 a.m. to 3:30 p.m., with the expectation of occasional Saturday shifts from 8:00 a.m. to 12:00 p.m. for overtime, typically once a month when campaigns or peak volumes require additional coverage.

Job Description

This role focuses on accurately receiving, sorting, processing, and tracking high-volume enrollment mail and related customer correspondence for multiple programs and products. You will manage end-to-end mailroom workflows, from physical mail handling and document scanning to digital tracking and distribution, while maintaining strict data integrity, confidentiality, and compliance standards. The position offers an opportunity to build valuable experience within a large, established organization that values people, culture, and long-term customer relationships.

Responsibilities

Receive, open, and sort high-volume enrollment mail for multiple programs and associated products in an organized and timely manner.
Batch enrollment forms (for example, 20 forms per batch), assign batch numbers, and maintain accurate batch tracking in Microsoft Excel, including date received, batch identifiers, and other relevant details.
Scan enrollment documents into appropriate electronic formats such as PDF and image files, ensuring clarity, completeness, and proper file naming conventions.
Distribute scanned enrollment batches to designated processing teams and external vendors for data entry, ensuring timely and accurate transfer of information.
Handle enrollment documents containing credit card information in strict compliance with PCI standards and internal security protocols.
Identify and manage unacceptable payment methods, such as money orders, by properly documenting and returning them to the sender.
Research and process checks with incomplete or unclear information by matching them to customer accounts whenever possible and logging unassociated checks in a dedicated tracker.
Coordinate with Marketing or other internal stakeholders to support customer follow-up letters and communications related to unassociated checks or other mail items.
Track and process additional customer correspondence, including cancellations, name changes, and deceased notifications, by scanning and routing items to the appropriate vendors or internal teams for action.
Maintain accurate documentation and reporting for all mail-handling activities, including logs, trackers, and status updates, to ensure transparency and audit readiness.
Use Microsoft Excel and other office software to support data entry, batch logging, reporting, and general administrative tasks.
Perform general clerical and office support duties such as filing, scanning, sorting, and document review to support overall mailroom and administrative operations.
Collaborate with internal teams and external vendors to ensure smooth workflow, timely processing, and resolution of mail-related issues.
Manage multiple tasks simultaneously in a fast-paced environment while maintaining high levels of accuracy and attention to detail.
Protect sensitive customer information and uphold a high level of integrity and confidentiality in all aspects of mail and data handling.

Job Type & Location

This is a Permanent position based out of Naperville, IL.

Pay and Benefits

The pay range for this position is $20.60 - $20.60/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: