Office Administrator

Position Summary

An Office Services Representative 1 is the entry level position within this job family. They work onsite 100% of the time as their job functions cannot be performed from home. They immediately begin cross training throughout all of the Office Services areas, learning how to perform all of the various processing functions within incoming and outgoing mail, scanning, uploading, indexing, archiving/records retention, return mail/address changes, printing, binding and inserting. They work closely with various coworkers to learn how to review/identify/sort/prepare various incoming and outgoing workflow functions. They are taught what work to prioritize throughout their day as well as how to track/log their daily production including how to perform quality control checks within all areas. They take directions from all of their trainers depending on which area they are working at throughout their day. They must be flexible and willing to move to different workstations throughout the day, adjusting to the ever shifting needs of the department, which fluctuate depending on incoming and outgoing volumes as well as with the employee time off calendar.

Job Standards
(Briefly describe 3 to 6 essential job duties, associated performance standards and the approximate percentage of time performing each. Each essential job duty should be weighted at least 10 % and no greater than 40 %, totaling 100 %.)

Requirements

Essential Job Duty #1: 40%

• Processes various incoming workflow functions Mail, RightFax, Accounting & Policy Documents
• Opens, sorts and prepares incoming forms for scanning and/or delivery via scanner, copier, fax or mail delivery.
• Identifies document types by form family and form name, looking for correct policy number and/or name.
• Uploads/indexes documents to workflow queues, ensuring accuracy, clarity and quality of image and identity.
• Operates and troubleshoots various machines/hardware and computer software to perform job junctions.
• Stages/archives scanned output according to form type, locking up checks in safe for delivery to Accounting.
• Logs production output to various reconciliation spreadsheets as needed for control purposes.
• Corrects any mistakes in form-type, typos or policy number brought to our attention, learning from mistakes.

Essential Job Duty #2: 30%

• Processes various outgoing workflow functions Mail, Express Services, Print, Policy Binding
• Collects, prepares and processes outgoing mail for shipment via USPS, UPS or Presort.
• Collects, logs, binds and fulfills outgoing New Business policies, paying close attention to delivery method.
• Prints various policy owner documents, ensuring quality print output and correct print stock is used.
• Operates and troubleshoots various machines/hardware and computer software to perform job functions.
• Logs production output to various reconciliation spreadsheets as needed for control purposes.

Essential Job Duty #3: 10%

• Records Retention Services
• Collect, prepares and logs items for archival purposes, ensuring accuracy for future retrieval if necessary.
• Retrieves documents upon request from various sources. Investigating as necessary until request is found.

Essential Job Duty #4: 10%

• Return Mail and Address Change Requests
• Processes change of address requests from workflow queue. Ensuring accuracy and timeliness.
• Processes return mail. Opening, sorting, investigating and logging return mail for processing.

Essential Job Duty #5: 10%

• Begins cross training on Office Services Representative Level 2 job functions
• Begins to learn and shadow with coworkers in higher level functions within Print Operations, Imaging and Fulfillment Services, Shipping and Receiving, WorkDay Financials as well as calling Policy Owners and Agents for address update information.

Qualification

High School or equivalent