Job Description

REPORTS TO : Office Services Manager

LOCATION: Missoula

FLSA STATUS: Non-Exempt

POSITION RESPONSIBILITIES:

The Office Services Administrator is responsible for greeting and announcing visitors to department representative they wish to see. The incumbent is also responsible for answering the telephone console to route calls to the appropriate person or department. This position will provide assistance to all areas within the company by sending UPS, FedEx, and USPS packages/letters by printing letters for mailing and creating labels for letters. The incumbent is also responsible for the timely and efficient retrieval, processing, and distributing of mail, facsimiles, and general email inquiries. Voice pleasant at all times and smile in person and on phone.

The incumbent is expected to communicate professionally with peers, supervisors, subordinates, vendors, customers, and the public, and to be respectful and courteous in the conduct of this position.

ESSENTIAL JOB FUNCTIONS:

Essential job functions include the following. Other functions may be assigned as business conditions change.

• Watches for and greets visitors and announces their arrival to the appropriate personnel.
• Answers telephone calls routed to the console and forwards these calls or takes messages to be delivered to the appropriate person or department. Allows for no dropped calls.
• Updates and distributes group lists.
• Opens and sorts incoming mail and faxes. Batches claims mail by designated group or category
• Distributes mail, incoming general inquiry emails, incoming faxes, and reroutes files to appropriate place.
• Prepares UPS, USPS, and FedEx packages for mailing. Tracks UPS packages and requests refunds when service is delayed.
• Prints letters sent to distribution lists and/or placed in folders to appropriate printers/letterhead as they come in through the day.
• Creates labels/envelopes for letters.
• Assists with proper routing and logs of returned mail.
• Scan incoming mail to appropriate distribution lists/folders based on type.
• Sorts mailed checks into categories. Scans and logs each check.
• Trains other employees to perform receptionist duties for back-up when necessary.
• Maintains daily running totals of postage to be reported.
• Prepares outgoing mail (USPS, UPS or Fed Ex) based on most cost effective delivery time.
• Contributes to the daily workflow with regular and punctual attendance.
• Assist with entering alert codes to participant files.
• Monitors the disbursement of visitor badges to ensure all get returned at the end of the work day.

NON-ESSENTIAL JOB FUNCTIONS:

• Updates resource manuals as necessary.
• Assists other departments with clerical duties as time allows.
• Performs related or other assigned duties as required or directed.

SUPERVISION EXERCISED:

None.

PHYSICAL WORKING CONDITIONS :

Physical requirements are representative of those that must be met to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Sitting 90%

Reaching Some

Standing 5%

Manual Dexterity High

Walking 5%

Telephone Yes

Kneeling Some

Computer Screen High (visual acuity corrected to 20/30)

Bending Some

Lifting up to 20 pounds

Public/Staff interaction High

JOB SPECIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Minimum Education: High school graduation or GED required.

Certification(s) Required: None.

Minimum Experience: Basic computer and customer service experience required. Familiarity with group health benefits preferred.

Other Qualifications:

• Excellent oral and written communication skills required.
• Strong PC skills, including Windows and Word. Must be able to adapt to software changes as they occur.
• Strong Computer Printer skills, including changing trays, accessing staple functions, and reloading or changing of stock.
• Ability to learn applications of the claims processing software as is necessary to make address changes.
• Excellent listening skills.
• Ability to show initiative.
• High level of interpersonal skills to work effectively with others.
• Ability to project a professional image and positive attitude in any work environment.
• Ability to comply with privacy and confidentiality standards.
• Ability to be flexible, work under pressure and meet deadlines.
• Ability to solve problems with professionalism and patience.
• Ability to operate typical office equipment.
• Working knowledge of general office procedures.
• Work with multi line phone.
• Ability to multi-task

The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel as classified.

• Allegiance Benefit Plan Management, INC is an Equal Opportunity Employer. Qualified applicants will be considered without regard to race, color, age, disability, sex, childbirth (including pregnancy) or related medical conditions including but not limited to lactation, sexual orientation, gender identity or expression, veteran or military status, religion, national origin, ancestry, marital or familial status, genetic information, status with regard to public assistance, citizenship status or any other characteristic protected by applicable equal employment opportunity laws.

If you require reasonable accommodation in completing the online application process, please email: recruiting@askallegiance.com for support.

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