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Office Administrator-Syracuse, NY
4 months ago
Office Administrator (Operations)
Syracuse, NY
Job description
**This is a contract role, with the possibility of extension, and temp-to-hire.**
Job Overview:
The Office Administrator (Operations Specialist) is responsible for operational support duties such as processing and scanning incoming and outgoing mail; maintaining a file storage system; assisting with in-house moves; assisting with the requisition and management of office supplies; photocopying and ensuring copiers are fully operational. This role also includes customer service responsibilities such as taking incoming calls and providing back-up coverage to other Operations Specialists.
*Some insurance office administration/support background is helpful.
Responsibilities:
Operations
Sort, open, date stamp, receipt and/or scan, and distribute incoming mail
Process forwarded and returned mail
Receive and distribute UPS, Federal Express and other carrier packages
Sort, stuff, and mail envelopes for various bulk mailings
Process outgoing mail and overnight requests preparing outgoing mail for pick-up
Ensure that there is sufficient money in postage account
Administer off-site client file storage
Coordinate stationary and other printing functions with outside vendors.
Order and stock office supplies
Distribute faxes throughout the day, including uploading necessary documents to OnBase.
Match/staple all shipping receipts with monthly invoices and submit to Accounting within 5 days of receiving invoice.
Provide phone coverage for multiple phone lines.
Provide front-desk assistance by greeting and directing visitors in a professional, pleasant, and timely manner.
Photocopy files and other material as requested.
Ensure copiers are fully operational.
Email building management when necessary for office maintenance.
Develop and maintain effective relationships and communication with co-workers, management, clients and vendors.
Participate in special projects as needed and perform other related job functions as required.
Additional responsibilities:
Claims/Client Service:
Provide administrative support to Claim and Client Service departments
Send necessary forms to clients. (ex: claim forms, name/address, etc.)
Process new notices, including file set-up
Input/scan New Business applications into OnBase
Input Client Services back-scanning into OnBase
Prepare storage folders for claim files.
Communicate with management, insured, insurance agents, client companies, legal and medical professionals regarding disability claims.
Distribute claim checks to examiners daily.
Assist Claim Department (Directors and Claim Examiners) in daily functions and requests.
Direct general inquiries from policyholders to the proper department and ensure that inquiries are handled in a timely and courteous manner.
Request and return app and claim files.
Prepare for routine audits by requesting and organizing necessary files.
Qualifications and Skills:
Training, Education and Experience
High School Diploma
One to two years general office and operations experience
Insurance claims support background is helpful
Knowledge, Skills, and Abilities:
Proficiency in Microsoft Word and Excel
General knowledge of all operations functions
Good written and verbal communication and interpersonal skills
Organization and attention to detail
Solid Customer service skills
Ability to handle multiple tasks
Ability to work in a fast-paced environment
Ability to work individually and as a team player
Ability to adapt to changes in the work environment
Essential Functions:
Regular attendance including a 40-hour workweek
Cognitive and recall ability and analytical skills
Communicate clearly both orally and in writing
Regularly required to sit, stand, stoop and lift
Ability to lift up to 40 pounds on a continuous basis
Regular use of common office equipment (computer with keyboard and mouse, telephone, stapler, photocopier, 2- or 3-hole punch, photocopy, and fax machine, etc.) and perform regular office duties.
Work in an office environment with low to moderate noise level.
Writing and/or typing on computer for approximately 5-8 hours per day (not necessarily continuous).
Speaking on the telephone (which frequently includes taking handwritten notes) for calls which range in duration from 5 minutes to 2 hours.
Other functions necessary to perform the job responsibilities as listed above.
This job description reflects management's assignment of essential functions and position responsibilities. Nothing in this job description restricts management's rights to assign or reassign duties and responsibilities to this job at any time. Where business conditions permit, these requirements may be fulfilled on a part-time basis.
