Office Services Specialist

Job Summary:

The Office Services Specialist will distribute incoming and outgoing correspondence. This position provides general reception and administrative support to Operations functions.  

Duties and Responsibilities:

• Open, sort and prepare incoming correspondence for the appropriate recipient
• Scan incoming correspondence and allocate as appropriate, including uploading into systems, creating tickets and tracking
• Utilize established workflows; update and create support and process guides 
• Appropriately distribute imaged claims, appeals, adjustments and other member, provider, or other operational information
• Research contact information for returned mail, contact the designated recipient/department for correct contact information and update in system
• Process and maintain record of incoming and outgoing correspondence
• Prepare mail merges to update documents for multiple recipients, address and apply postage
• Perform reception coverage such as greet visitors, receive deliveries, maintain front desk records
• Maintain office and break room supplies, place orders as needed. Put deliveries away
• Assist with event planning including venue, food coordination, gifts, contract review, insurance certificates and payment
• Maintain bulletin board and required postings  
• Support safety activities 
• Identify opportunities for process and office management improvements
• Support all departments with administrative requests or projects

Required Knowledge, Skills, and Abilities:

• High School Diploma or equivalent
• One year of mail processing, reception and/or general office/administrative experience; working in a benefits organization is preferred
• Solid working knowledge of standard computer applications including MS Word, Excel, Outlook, and PowerPoint
• Ability using a computer which includes expert keyboard and navigation skills and learning new programs
• Communicate clearly and professionally with internal and external customers
• Work effectively individually and as part of a team to achieve established outcomes. Understand other’s roles and empower one another to take responsibility to be successful.  
• Demonstrate collaborative interactions with peers to reach a common goal as well as be a resource to team members and internal/external customers
• Pay close attention to detail in all aspects of the job
• Make decisions using available resources and sound judgment 
• Maintain confidentiality and discretion
• Identify and resolve problems in a timely manner, gather and analyze information skillfully and proactively
• Share knowledge with associates by effectively communicating and providing follow-up
• Open to other’s ideas and exhibits a willingness to try new things.
• Demonstrate accuracy and thoroughness; monitor work to ensure quality.
• Prioritize and plan work activities to use time efficiently.
• Adapt to changes in the work environment, manage competing demands and is able to deal with frequent changes, delays, or unexpected events.
• Follows instructions, responds to direction, and solicits feedback to improve.
• Act in such a way to instill trust from management, other associates, as well as customers.  
• Work overtime as required

Physical and Cognitive Demands: The demands described here are representative of those necessary for an employee to successfully perform the essential functions of this job. Reasonable accommodation can be made to enable individuals with disabilities to perform the essential functions.

• Constant: Talk, hear, speak, and use hands and fingers to operate a computer, telephone, keyboard/mouse; occasionally move about the office
• Constant: Specific vision abilities required by this job include close vision requirements due to computer work for full shift
• Occasional: Lift and/or move up to 25 pounds
• Constant: Regular, predictable attendance in the office is required
• Constant: While performing the duties of this job, the employee is regularly sitting for the full shift.
• Constant: The cognitive skills needed to complete tasks include abilities such as learning, remembering, focusing, categorizing, and integrating information for decision making, problem-solving, and comprehending. 

Work Environment: The work environment described is representative of what must be met by an employee successfully perform the essential functions of this job.  

• The physical environment is indoors in a controlled climate, office setting. The noise level may be low to moderate.

The duties described are representative, but not restrictive of tasks that may be assigned or of the abilities required to do the job. The description is subject to change at any time. Other related duties may be assigned. This description does not alter the at-will status of employment.