Legal Secretary & Mail Operations Manager

Location: Southfield, MI (In-Office)
Employment Type: Full-Time

Position Summary

EPIC Health is seeking a highly organized and detail-oriented Legal Secretary & Mail Operations Manager to support our in-house legal function while overseeing enterprise-wide mail operations.

This dual-role position is critical to ensuring timely, accurate, and compliant handling of legal correspondence, regulatory notices, subpoenas, and organizational mail. You will play a key role in reducing risk, improving operational efficiency, and building structured systems for document tracking and routing across departments.

What You’ll Do

Legal Administrative Support

• Provide day-to-day administrative support to in-house counsel, including document preparation, scheduling, and file organization

• Assist with contract tracking, execution, and document management

• Coordinate intake and response workflows for subpoenas, legal requests, and regulatory correspondence

• Maintain detailed legal logs (subpoenas, certified mail, deadlines, and notices)

• Support medical records and legal request processes in compliance with applicable laws (e.g., HIPAA)

Mail Operations Management

• Manage all incoming and outgoing mail across departments (Legal, Billing, HR, Operations, Clinics)

• Open, sort, and distribute mail with a high level of accuracy and urgency

• Immediately identify, escalate, and log all legal, certified, and time-sensitive documents

• Maintain a centralized mail tracking system (physical and digital)

• Oversee outgoing mail, including certified mail, legal notices, and priority correspondence

• Establish and enforce standardized mail routing procedures across the organization

Process Improvement & Compliance

• Implement systems for digitizing and tracking incoming documents

• Develop and maintain SOPs for mail handling, legal intake, and document workflows

• Ensure compliance with legal, regulatory, and internal document handling requirements

• Identify inefficiencies and drive process improvements across legal and administrative functions

What You Bring

• 2 years of experience as a Legal Secretary, Legal Assistant, or Administrative Professional (healthcare or law firm experience preferred)

• Strong organizational skills with the ability to manage multiple priorities simultaneously

• Exceptional attention to detail, particularly with legal and time-sensitive materials

• Experience with document management systems (e.g., OpenKM or similar) preferred

• Ability to handle highly confidential information with professionalism and discretion

• Proficiency in Microsoft Office and basic tracking/reporting tools

• Ability to travel occasionally between clinic locations

• Ability to lift and move mail/packages (10 lbs as needed)

What Success Looks Like

• 100% accurate and timely routing of legal and certified mail

• Zero missed deadlines related to subpoenas or regulatory notices

• Fully implemented and adopted mail tracking and documentation systems

• Improved turnaround time and visibility for legal and operational correspondence

• Standardized, audit-ready processes across all mail and legal workflows

Why Join EPIC Health?

At EPIC Health, operational excellence directly supports better patient care. In this role, you will help protect the organization while improving the systems that keep our teams running efficiently.

What We Offer

• Competitive compensation

• Comprehensive benefits (medical, dental, vision, disability, life insurance)

• 401(k) retirement plan

• Paid time off and holidays

• Career growth opportunities within a rapidly expanding healthcare organization

• A mission-driven, collaborative work environment

Ready to Make an Impact?

If you’re a detail-driven, process-oriented professional who thrives in structured, high-responsibility roles, we’d love to hear from you.

Apply today at www.epichs.org

* Background checks are required for this role.