Distribution Operations Specialist

**This role requires onsite attendance at our North Phoenix Corporate Office.

Job Summary

The Distribution Operations Specialist provides support to the Department of Veterans Affairs (VA/CCN), T5 and TriWest Operations. Distribution Operations Specialist perform the scanning, data entry, information update, customer service, printing, prepping and distribution of outgoing and incoming correspondence. This position requires a high level of customer service within TriWest and a focus on communication with requesting departments. Manages incoming and outgoing correspondence in compliance with departmental procedures, contractual obligations, and applicable postal, state, and federal regulations.

Education & Experience

Key Responsibilities

• Meets critical deadlines for processing incoming mail, including researching and resolving returned mail issues by updating addresses, notifying relevant departments, and triaging items to appropriate folders.
• Adheres to contractual deadlines for processing incoming and outgoing correspondence across multiple departments, each with specific procedures such as scanning, data entry, printing, emailing, copying, and certified receipt logging.
• Performs accurate data entry and tracking of returned contracts and checks, including recording FedEx tracking numbers, updating contact details or if no longer in business.
• Ledger tracking of Refund checks and PRA checks, forwarding to PGBA every week and emailing ledger to assigned provider services and/or claims department team.
• Reviews incoming PDF files to determine appropriate routing, including printing and forwarding to PGBA or triaging to designated departments.
• Data entry of Certified, FEDEX and First-Class mail labels on directed programs and mailing devices.
• Collection and delivery of incoming and outgoing correspondence from all TriWest departments as well as from the USPS.

• Communicates effectively with provider offices and Veterans to resolve correspondence issues.
• Reviews outgoing correspondence for errors, makes necessary corrections, and escalates unresolved issues to departments via scanned documentation or email.
• Downloads and merges correspondence through SharePoint, ensuring completion, accuracy, and timely communication of results.
• Downloads and processes medical records from CDs along with time sensitive documentation for the Clinical Quality team, including triage and data entry to notify the team of received documentation.
• Processes incoming checks and refunds by completing data entry into the ledger tracking, scanning documentation, notification and shipping of checks.
• Participates in special projects involving data entry, mail merges, specialized printing, and customized mailing instructions.
• Operates a variety of printers, folding machines, and postage meter equipment to complete departmental tasks efficiently.
• Assists in inventory management of departmental printing supplies, including toners, paper, and envelopes.
• Collects misguided correspondence and re-packages for shipment to PGBA and DOMA for review and processing.
• When assigned, monitors maintenance issues and fuel of distribution vehicle and updates any assigned vehicle logs.
• Receive deliveries in the warehouse area.
• Keeps the Team Lead and Supervisor informed of operational issues and progress updates.
• Collaborates with other TriWest departments to support their printing and mailing needs.

Competencies

Communication / People Skills: Must be able to communicate both verbal and written while providing customer service to all departments. Prompt response to emails is mandatory.

Computer Literacy: Proficient in all Microsoft Suite programs along with web-based programs.

Coping / Flexibility: Resiliency in adapting to a variety of situations and individuals while maintaining a sense of purpose and mature problem-solving approach is required.

Empathy / Customer Service: Customer-focused behavior; Helping approach, including listening skills, patience, respect, and empathy for another's position.

Independent Thinking / Self-Initiative: Critical thinkers with ability to focus on things which matter most to achieving outcomes; Commitment to task to produce outcomes without direction and to find necessary resources.

Information Management: Ability to manage large amounts of complex information easily, communicate clearly, and draw sound conclusions.

Multi-Tasking / Time Management: Prioritize and manage actions to meet changing deadlines and requirements within a high volume, high stress environment.

Organizational Skills: Ability to organize people or tasks, adjust to priorities, learn systems within time constraints. Must be detail orientated. Prioritize and manage actions to meet changing deadlines and requirements within a high volume, high stress environment.

Problem Solving / Analysis: Ability to solve and troubleshoot with sound judgement and have a realistic understanding of relevant issues.

Technical Skills: Knowledge of US postal regulations and all automated mail equipment, data entry, printing machines, scanners and folding/insert machines.

Working Conditions

Taking Care of Our Nation’s Heroes.

It’s Who We Are. It’s What We Do.

Do you have a passion for serving those who served?

Join the TriWest Healthcare Alliance Team! We’re On a Mission to Serve®!

Our job is to make sure that America’s heroes get connected to health care in the community.

At TriWest Healthcare Alliance, we’ve proudly been on that important mission since 1996.

Our Department of Defense contract requires US citizenship and a favorably adjudicated DOD background investigation for this position.

We’re more than just a health care company. We’re passionate about serving others! We believe in rewarding loyal, hard-working people who are willing to learn as they grow. TriWest Healthcare Alliance values teamwork. Join our team, fulfill your responsibilities, and you may also be considered for frequent pay raises, overtime opportunities to earn even more, recognition and reward programs, and much more. Of course, we also offer a comprehensive and progressive compensation and benefits package that includes:

• Medical, Dental and Vision Coverage
• Paid time off
• 401(k) Retirement Savings Plan (with matching)
• Short-term and long-term disability, basic life, and accidental death and dismemberment insurance
• Tuition reimbursement
• Paid volunteer time

TriWest Healthcare Alliance is an equal employment opportunity employer. We are proud to have an inclusive work environment and know that a diverse team is a strength that will drive our success. To that end, TriWest strives to create an inclusive environment that supports diversity at every organizational level, and we highly encourage candidates from all backgrounds to apply. Applicants are considered for positions based on merit and without discrimination on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability or any other consideration made unlawful by applicable federal, state, or local laws.