Shared Services Careers

Position Summary

The Office Assistant is responsible for the daily handling, processing, scanning, routing, and tracking of incoming mail received at Sound’s Nashville office. This role serves as a critical operational support function, ensuring mail is opened, reviewed, routed, and documented accurately and securely. The ideal candidate is highly organized, detail-oriented, reliable, and comfortable handling sensitive information. This position will also serve to provide overall office support to colleagues. 

This is a part-time, on-site position located in our Nashville, TN office. Expected hours are 20-25 per week, with work scheduled Monday through Friday during regular business hours based on the needs of the business. Morning availability during the training period is preferred.

Essential Duties and Responsibilities

• Receive, sort, open, scan, and route incoming business mail in accordance with established procedures

• Review mail content to determine the correct department, owner, or escalation path when routing is not immediately obvious

• Maintain accurate tracking of received mail, routed items, unresolved items, exceptions, and aging items requiring follow-up

• Scan and upload mail to the appropriate electronic location or workflow using designated tools and naming conventions

• Ensure timely routing of mail to internal business owners, departments, or shared service teams

• Identify and escalate unclear, urgent, sensitive, misdirected, or high-risk mail items

• Maintain confidentiality and secure handling standards for all mail, documents, checks, legal notices, provider-related documents, and other sensitive materials

• Support daily mailroom operations, including equipment use, supply management, postage coordination, and vendor coordination as assigned

• Process inbound checks in accordance with Accounting SLAs

• Coordinate with internal stakeholders to clarify routing rules, recurring mail types, and department ownership

• Assist with maintaining mailroom SOPs, routing guides, logs, checklists, and job aids

• Identify process gaps, recurring routing issues, or mail volume concerns and escalate them to the appropriate leader

• Coordinate shredding or secure disposal of documents in accordance with company procedures

• Maintain a clean, organized, and secure mailroom environment

• Provide support in preparation for meetings including catering set-up and clean-up

• Coordinate and complete occasional deliveries of time-sensitive mail, packages, or other business materials to the post office or other designated locations as needed.

Values 

• Trustworthy: Handles confidential and sensitive information with discretion and care.

• Reliability: Consistently completes daily work accurately and on time. 

• Resourceful - Uses available tools, procedures, and judgment to resolve unclear routing or processing questions.

• Attention to detail: Reviews documents carefully and follows established handling requirements.

• Accountable: Owns assigned work through completion and escalate issues when needed.

• Collaborative: Works effectively with internal departments and stakeholders to support timely mail routing.

Knowledge, Skills, and Abilities

• Strong attention to detail and accuracy. 

• Ability to handle confidential information in a secure and professional manner. 

• Ability to read, understand, and interpret varied business correspondence. 

• Strong organizational and follow-up skills. 

• Ability to prioritize work in a daily operations environment. 

• Strong written and verbal communication skills. 

• Ability to follow SOPs, checklists, routing guides, and escalation procedures. 

• Proficiency with Microsoft Office Suite, Outlook, scanning equipment, shared folders, and basic document management tools. 

• Ability to identify when mail requires escalation or additional review. 

• Ability to work independently while maintaining alignment with team procedures and expectations. 

• Comfortable performing repetitive operational tasks with consistency and accuracy. 

• Experience with mailroom, document management, records management, administrative operations, or office support preferred.

Education and Experience

• High school diploma or equivalent required

• 1–3 years of experience in mailroom operations, administrative coordination, office operations, records management, document handling, or similar work preferred

• Experience in healthcare, shared services, finance, legal, compliance, or other confidential document environments preferred. 

• Experience handling sensitive, confidential, or regulated information preferred.

• Must possess and maintain a valid driver's license and current automobile liability insurance in accordance with state requirements, with the ability to travel locally as needed for business purposes

Pay Range  

• $18 - $22 hourly. Exact pay will be determined based on candidate experience.