Correspondence Specialist

Optimal Solutions & Technologies (OST, Inc.) is focused on excellence. We specialize in providing Management Consulting, Information Technology, and Research Development and Engineering services.

The fundamental distinction of the OST team is its business knowledge in both the public and private sectors. We serve the aerospace & transportation, association & nonprofit, defense, education, energy, financial, healthcare, and technology & telecommunications industries. OST is successful because we listen to our clients, we learn from our clients, and we know our clients.

Correspondence Specialist

Position Duties

Core responsibilities focus on the daily processing of incoming and outgoing communications. This role supports end-to-end workflow by managing correspondence, document intake, scanning, system uploads, and coordination with program stakeholders. The position ensures all correspondence and related materials are documented and communicated in accordance with established procedures and timelines.

• Initiate new entries in government systems based on received correspondence and documentation.
• Manage on-site mail operations, including receipt, scanning of inbound paper correspondence, and uploading according to established protocols and procedures.
• Maintain and organize files within cloud-based document repository; monitor stakeholder compliance for file size and upload to the government system of record, ensuring proper file naming and structure.
• Prepare correspondence in accordance with approved templates and guidance, formatting and routing for signature as necessary.
• Distribute pertinent correspondence to stakeholders.
• Coordinate with staff to support workflow continuity.
• Verify accuracy of information, and attachments prior to correspondence release.
• Ensure all scanned and uploaded materials meet government records management and accessibility standards.
• Follow established checklists and job aids to maintain consistency and compliance.

• Maintain awareness of current policies, procedures, and program updates.

• Support team operations as needed, including cross-training to ensure continuity of operations.

Qualifications

Candidates must meet or exceed each of the following minimum qualifications:

• Three years of experience with claims-handling process.
• Three years of experience with administrative support, document management, or correspondence processing (preferred in a government or insurance environment).
• Ability to follow established procedures and maintain confidentiality.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office Suite and Adobe Pro.
• Strong analytical and problem-solving skills with close attention to detail.
• Ability to learn and apply new skills through OST-provided training.
• US Citizen

• Ability to obtain Public Trust (EOD High)

Nice to have:

• Prior experience with the flood insurance industry
• Claims experience as an adjuster, examiner, or in direct support of those roles
• Experience producing reports and analyses using Excel
• Familiarity with underwriting processes
• Coursework in business, economics, or a related field

This is a full-time position paying a base salary of $60,000 - $70,000, and full benefits, and has possible bonus potential based on merit and performance. To be considered for this position, please apply online with a resume.

OST is an equal-opportunity employer. Applicants are considered for positions without regard to race, religion, gender, native origin, age, disability, or any other category protected by applicable federal, state, or local laws.