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Office Support Representative

3 months ago

Tulsa, United States Mid-Continent Group Full time

Essential Job Functions and Responsibilities:


  • Perform a variety of complex clerical support duties within a functional group or team. Tasks may include one or more of the following:
  • Filing: Maintain classified or indexed records arranged in an established system. May participate in developing new filing methods/systems. Insert, remove, and note disposition of materials. May search and investigate information contained in files. May insert additional data, prepare routine reports, and provide written information on request.
  • Clerk: Perform functions such as photocopying, compiling records, filing, tabulating, posting information and distributing mail. Maintain records, forms, verify information, and resolve more complex problems. May assist in the purchase of office supplies and facility security functions (keys, badges, etc.). May answer and/or screen incoming calls.
  • Printing: Complete assignments of higher technical complexity ranging from single and multicolor forms, promotional materials, bulletins, manuals and other printed material including documents requiring merge of covers, text, indexes and related items. Perform necessary equipment set-up and preparatory work. Operate bindery equipment such as folder, cutter, perforator, punches, collator, drill, stapler, padder, etc.
  • Document Assembly: Assemble, packages and/or distributes complex policy forms, endorsements, marketing and promotional materials, special forms and output reports to customers (field personnel, agents, insureds, etc.). Perform quality control on products, identifies rejects and returns to appropriate initiating offices, recording rejected materials. Operate basic bindery equipment including perforator, punches, and stapler.
  • Imaging-Scanning: For more complex customer accounts, scan documents of all types, performing quality control and assuring legibility of all images. Apply automated and/or manual index values at time of scanning. May learn to index scanned and faxed documents for specified customers. Determines priority of work based on customer service level agreements. Perform equipment set-up and maintenance. As needed, may prepare documents for scanning. May prepare documents for offsite storage.
  • Mailing: Prepare incoming mail for distribution and processes outgoing mail. Distribute and collect mail, determine and affix appropriate postage. Maintain records on postage, registered mail and packages. Operate mailroom equipment including postage machine, sorter, inserter, etc. Maintain knowledge of the rules, regulations and procedures of the various mail and package systems/vendors throughout the nation.
  • Data Entry: Input lists, records or other data points into an electronic format. Audit records/input for quality, accuracy and maintainability.
  • Supply: Order, receive, store and issue supplies (stationery, office supplies, marketing materials etc.). Maintain established inventory levels by checking shelves and prepare purchase orders or notifies supervisor at established reorder points. Stock deliveries and check that deliveries conform to purchase orders (quality and quantity).
  • Receptionist: Greet and direct vendors, customers and other visitors and may arrange for escorts. Answer, route, and screen incoming calls.
  • Business Phones: Maintain organization knowledge to answer organization-wide toll-free and direct phone lines. Verify and explore caller’s need to “warm” transfer to appropriate department. Intake caller information to research and later return and forward the caller to the appropriate department or individual employee. Access various business-related computer systems to assist in getting callers to the appropriate party. May monitor email boxes for response or forward.
  • Word Processing: Prepare complex documents from various sources of written or dictated input which may include page layouts and charts. Enter corrections, revisions and proofread output for accuracy and completeness.
  • Comply with appropriate company and/or regulatory guidelines (i.e., handling of checks, titles, other negotiable items, etc.).
  • Apply knowledge of department operations, policies and procedures, and utilize general understanding of the business and organization.
  • May provide guidance and assistance to lower-level positions.
  • Perform other duties as assigned.


Job Requirements:


  • Candidate must have a high school diploma or equivalent.
  • Generally, 1 to 3 years of related experience is required.
  • Insurance industry experience is preferred.


Physical Requirements:


  • Essential job functions must be performed onsite.
  • Requires continuous and prolonged walking and standing.
  • Requires frequent lifting, carrying, pushing, and pulling of objects up to 50 lbs.
  • Requires frequent climbing, bending, twisting, stooping, kneeling, and crawling.
  • Requires overhead reaching and grabbing.
  • Requires regular and predictable attendance.
  • Requires ability to conduct visual inspections.
  • Requires work outdoors, in inclement weather conditions.
  • May require ability to operate a motor vehicle.