[Hiring] Digital Mail Administration Assistant @HRS Talent Solutions

Role Description

The Digital Mail Distribution Assistant reviews assigned scans, checks recipient and document type, and sends each item through the employer's approved online route. This is remote office administration with a clear boundary: you distribute and record the item; you do not make decisions about its legal, financial, or customer-facing meaning.

• Open assigned scanned-mail items in the web-based queue.
• Identify a recipient or department using approved routing instructions.
• Check that the scan is legible and appears complete.
• Route it through the designated secure channel.
• Log receipt, delivery, and exceptions in the online tracker.
• Escalate ambiguous or time-sensitive material promptly.
• Correct a routing error and document the change when instructed.
• Keep confidential items within their permitted access group.

Qualifications

• Experience in office administration, customer service, reception, or records work is helpful.
• No previous mailroom employment is required; the hiring company will train you on its categories, privacy rules, and software.
• Comfortable handling digital files, reading names accurately, and writing a concise exception note.
• Not expected to interpret documents that need a specialist.

Requirements

• A private home office or equivalent setting is appropriate for confidential scans.
• When several pages arrive as one scan, check whether they belong together before routing the file.
• If the scan is incomplete, record the missing portion as an exception and request a new image through the assigned process.
• Keep the original receipt date visible; a later rescan should not make the document appear newly arrived.
• If a scan is missing a page or is too faint to read, record the problem and follow the approved rescan or sender-contact process.
• Do not present an incomplete image as a complete document.
• A newcomer can learn the filing system and departmental routes; careful reading and discretion are the starting skills.

Next steps for applicants

A relevant application can describe sorting information, preserving confidentiality, or noticing that a document went to the wrong place. Beginners may use examples from volunteer or school administration. The hiring team can teach its routing system, but needs someone who takes a handoff seriously. The next stage for some applicants may involve an application through the employer’s website. Details about the document flow will be shared later in the hiring process.