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Administrative Support Specialist

2 months ago

Tulsa, Oklahoma, United States Mid-Continent Group Full time

Key Responsibilities:

  • Execute a range of intricate administrative support tasks within a designated team or department. Responsibilities may encompass the following:
  • Record Management: Organize and maintain classified or indexed documentation according to a systematic approach. Participate in the development of innovative filing techniques. Update records, track material disposition, and generate routine reports as needed.
  • Clerical Duties: Carry out tasks such as photocopying, record compilation, filing, and mail distribution. Ensure accuracy in maintaining records and forms, and resolve complex inquiries. Assist with procurement of office supplies and manage facility security elements.
  • Print Production: Handle assignments of advanced technical complexity, including the production of forms, promotional materials, and manuals. Set up necessary equipment and operate bindery machinery.
  • Document Preparation: Assemble and distribute complex policy documents and marketing materials to clients and internal teams. Conduct quality control checks on outputs and manage any rejected materials.
  • Scanning and Imaging: For intricate customer accounts, digitize various documents, ensuring quality and legibility. Apply indexing as necessary and prioritize tasks based on service agreements.
  • Mail Processing: Organize incoming mail for distribution and manage outgoing correspondence. Maintain records of postage and operate mailroom equipment.
  • Data Management: Enter and audit data into electronic systems, ensuring quality and accuracy.
  • Inventory Control: Manage the ordering, receiving, and distribution of office supplies, ensuring inventory levels are maintained.
  • Reception Duties: Welcome and direct visitors, and manage incoming calls.
  • Telecommunication Management: Handle organization-wide phone lines, ensuring callers are directed to the appropriate departments.
  • Document Creation: Prepare complex documents from various sources, ensuring accuracy and completeness.
  • Adhere to company policies and regulatory guidelines in all tasks.
  • Utilize knowledge of departmental operations and provide support to junior staff as needed.
  • Perform additional tasks as assigned.

Qualifications:

  • High school diploma or equivalent is required.
  • 1 to 3 years of relevant experience is preferred.
  • Experience in the insurance sector is advantageous.

Physical Demands:

  • Position requires onsite presence.
  • Frequent walking and standing are necessary.
  • Ability to lift, carry, push, and pull objects weighing up to 50 lbs.
  • Regular climbing, bending, and reaching are required.
  • Consistent attendance is essential.
  • Visual inspections are part of the role.
  • Work may involve outdoor conditions.
  • Driving may be necessary for certain tasks.