Office Support Associate

We are looking to fill a part-time position (20-22 hours per week) to help with office administrative tasks. The biggest need is to cover the receptionist position, so we need someone with strong communication skills. They must have flexibility early in the morning to go by the post office to pick up the mail and be at our office by 7:45 to be ready to receive employees. We need the mail first thing in the morning so the checks can be deposited.

Hourly pay $20/hour. Also, we reimburse mileage, and they would “clock in” upon arrival at the post office. The ideal work schedule would be:

• Monday & Wednesday: 7:30 a.m. – 3:30 p.m.
• Friday: 7:30 a.m. – 4:30 p.m.

Responsibilities

Daily Tasks to Open the Office (In order of priority)

• Pick up the mail.
• Inventory the supplies (bathrooms, kitchens, copiers, postage machine) and order them as needed. Please stock anything that is low.
  • Stock bathroom stalls with tissue, air freshener, soap, and disinfectants as needed.
  • Refill paper in copiers every morning.
  • Stock snacks in the kitchen.
  • Replace batteries and light bulbs as needed, when it is safe for you to do so.
• Open all mail and distribute to the correct recipients.
• Provide portal access for agents and members.
• Submit new agency contracts and set up an account.

Claims:

• Assisting with bill reviewing/separation/prepping for scanning
• Scan and index paid billing invoices in Insurity.
• Update providers with claimant information.

Office Functions:

Answering the Phone:

• Answer the phone promptly and follow the phone script in a welcoming manner.
• Handle questions and complaints via phone, email, and general correspondence in a kind tone.
• Help find a solution. Delivering high-quality service is our top priority.
• Collect as much information as necessary to ensure the call is transferred to the appropriate department.
• When transferring a call, verify that the employee is at their desk.
• Take and ensure messages are conveyed to the appropriate staff member promptly.

In-Office Functions:

• Greet visitors with a smile – for security purposes confirm they are not a claimant before you let them in.
• Manage security and telecommunications systems. Update Mary on any issues.
• Manage conference room schedules and availability.
• Ensure the office lights are on, the appropriate temperature, and the building is clean. If necessary, put a note on the door and contact the cleaning company. It is not your responsibility to clean up after fellow employees or visitors. If there is a mess in the bathroom, it is okay to put an “out of order” sign on the stall.
• Coordinate building maintenance.
• Assist with the setup of board meetings and office events.
• Assist with planning parties. This includes but is not limited to attending planning meetings, running errands, helping set up and clean up.
• Assist management with special projects as needed.
• Daily and monthly scanning (add description).
• Assist with monthly billing and commission check mailouts.
• Manage front desk coverage schedule, including PTO, lunch, and breaks.
• Update the BIG Calendar daily as needed.
• Check, respond, or forward the Information email account daily.
• You may be asked to coordinate or pick up lunch for executives.
• Assist with social media tasks when necessary

Underwriting:

• Update the system for replacement, buy-out, and merger of agencies.
• Provide audit status (look up to inform if an audit has been completed

Daily Tasks to Close the Office:

• Drop off mail
• Start the dishwasher
• Set the alarm and turn off the lights if you are the last to leave