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Client Services Specialist

4 months ago

Tualatin, United States Zenith American Full time
Job DescriptionJob Description

Title: Client Services Specialist Department: Client Services

FLSA: Non-exempt Hours per week: 40


Position Summary

The Client Services Specialist provides administrative and account management support to the Client Services team in accordance with company guidelines, client needs, and regulatory requirements.

"Has minimum necessary access to Protected Health Information (PHI) and Personally Identifiable Information (PII) by Job Description/Role."


Key Duties and Responsibilities
  • Provides administrative support to Client Services team; prepares correspondence, presentations, reports, and meeting notes for internal use or distribution to clients and/or vendors.
  • Coordinates client meetings; prepares meeting rooms, documents, presentations, equipment, and refreshments.
  • Maintains communications and effective working relationships; responds to requests from clients, government agencies, unions, participants, attorneys, consultants, and auditors. .
  • Collects, reviews, and submits invoices and expense reports; coordinates with appropriate parties/department to ensure timely processing and accurate payment.
  • Tracks and reports billable hours for invoicing on special projects for clients; coordinates with other departments to record resource hours across the company.
  • Collects and reviews internally generated monthly claims reports; identifies discrepancies, ensures resolution, and distributes reports to appropriated consultants.
  • Acts as liaison between internal departments and clients through monthly disbursement process. Reviews records or reports to ensure accurate disbursement list, obtains client approval, and forwards to appropriate departments for payment and disbursement.
  • Coordinates the annual renewal of clients' fidelity and fiduciary insurance policies and cyber liability. Ensures aplications are completed accurately and within alloted time frame. Collects documents and premiums needed for remittance.
  • Acts as HIPPAA Coordinator for assigned location; coordinates HIPAA compliance functions in coordination with Company stakeholders.
  • Performs other duties as assigned.

Minimum Qualifications
  • Associates degree in communications, marketing, or business-related field.
  • Three years of experience in an administrative or executive support role.
  • Professional maturity and experience working in a client facing role.
  • Ability to successfully communicate and execute with all levels of the organization in a heavily matrixed environment.
  • Experience working in a collaborative team environment.
  • Excellent verbal and written communication skills.
  • Strong decision-making and organizational skills, with the ability to optimize the use of all available resources and deliver on multiple priorities.
  • Proficiency in MS Office tools and applications.
Preferred Qualifications
  • Experience in project work.
  • Experience in a third-party administrator.

*Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee of this job. Duties, responsibilities and activities may change at any time with or without notice.


Working Conditions/Physical Effort
  • Prolonged periods of sitting at a desk and working on a computer.
  • Must be able to lift up to 15 pounds at times.

Disability Accommodation

Consistent with the Americans with Disabilities Act (ADA) and other applicable federal and state law, it is the policy of Zenith American Solutions to provide reasonable accommodation when requested by a qualified applicant or employee with a disability, unless such accommodation would cause an undue hardship. The policy regarding requests for reasonable accommodation applies to all aspects of employment, including the application process. If reasonable accommodation is needed, please contact the Recruiting Department at recruiting@zenith-american.com, and we would be happy to assist you.


ZAS's Mission, Vision & Values

As a member of the ZAS team, each employee agrees to embrace and live out the mission, vision and core values of ZAS. The values we live and work by are:

  • We focus on relationships
  • We take risks thoughtfully
  • Ethical behavior
  • Performance and accountability
  • We strive to win, but not at all costs

Zenith American Solutions, Inc.

Real People. Real Solutions. National Reach. Local Expertise.

Zenith American Solutions, Inc. is the largest independent Third Party Administrator in the United States and currently operates over 44 offices nationwide. The original entity of Zenith American has been in business since 1944.

We believe the best way to realize our better systems for better service philosophy is to hire the best employees. We look for talented individuals who share our dedication to high-quality work, exceptional service and mutual respect. If you're interested in working in an environment where people - employees and clients - really matter, consider bringing your talents to Zenith American


Internals to Apply:

If you meet the minimum qualifications and are interested in applying for this position, please submit an application. All applications must be received by 5:00 pm on the Internal Posting Deadline in order to be considered prior to external applicants.


* Zenith American Solutions is an Equal Opportunity Employer. Zenith does not discriminate on the basis of race, religion, color, sex, physical or mental disability, gender identity, sexual orientation, age, national origin, pregnancy, status as a parent, veteran status or any other basis covered by appropriate law. All employment decisions on the basis of qualifications, merit, and business need.



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