Location: Albany, NY
Type: Full-Time / Temporary / New York State Agency
Penda Aiken inc. is a staffing firm located in Brooklyn New York. Our client is a New York State Agency and is seeking a detail-oriented Mail and Workflow Coordinator professional to join their operational team in Albany. These roles focus on the tracking, evaluation, and administrative processing of incoming complaints and corporate correspondence. The successful candidates will be responsible for managing high-volume incoming and outgoing mail, reading and coding technical workflow documents, and resolving internal processing errors. On-the-job training regarding specialized internal processes and workflow systems will be provided by the agency.
This is a fast-paced role requiring high reliability, punctuality, and the ability to meet strict deadlines while maintaining meticulous attention to detail.
Mail & Tracking Management: Manage all incoming mail to ensure timely processing of correspondence; review incoming complaint and appeal documents to determine proper workflow handling and track certified, overnight, and priority mail.
System Coding: Read documents entered into various electronic workflow management systems, determine appropriate administrative coding, and forward records for further processing.
Correspondence & Notifications: Manage outgoing daily correspondence to ensure timely notification regarding complaint outcomes; correspond directly with consumers or healthcare providers to request missing information required for new and existing files.
Liaison Support: Act as an external liaison with regulated entities by updating digital files, distributing correspondence, and tracking and following up on overdue responses.
Workflow Resolution: Actively identify and resolve processing errors and system workflow issues that occur during internal processing, alongside handling other general clerical duties as needed.
Experience: At least three (3) years of professional experience performing administrative duties including high-volume mail processing, document evaluation/coding, external liaison coordination, or consumer information gathering.
Eligibility: Must provide verified proof of legal eligibility to work in New York State.
Technical Skills: Strong technical proficiency with Microsoft Office applications, including active working experience utilizing Outlook, Word, Excel, and Teams.
Communication: Excellent verbal and written communication skills with a demonstrated ability to work effectively both individually and as a cooperative part of an administrative team.
Professional Reliability: Detail-oriented with the capability to organize and prioritize tasks under strict timelines; complete reliability regarding time and attendance protocols is critical.
Note: Telecommuting will not be allowed for this position. The agency office does not provide parking, but the facility is highly accessible by public transit.
