Job description
Description
S
UMMARY
Responsible for sorting, recording, tracking and distributing of incoming and outgoing mail. Managing office supply orders and inventory, as well as minor printer, copier and scanner repairs.
ESSENTIAL DUTIES AND RESPONSIBILITIES , include the following:
- Handle all daily incoming (mail distribution to each department, etc.) and outgoing mail (postage, folding, FedEx & certified mail, etc.)
- Keep track, log in, and deliver all registered mail/packages and obtain signatures.
- Keep record of all registered mail in lock book (UPS, Fed-Ex, certified mail, subpoenas, incoming lawyer letters, etc.)
- Scan and post monthly registered mail and mail postage, cleaning and office supplies to company public share folder.
- Check front desk registered mail record and match log book record.
- Maintain internal scan machine, copy/printer and order supplies as needed.
- Distribute and obtain signatures of weekly office supply orders.
- Log and track daily postage and copier usage.
- Help E-claims fold and mail letters when available.
- Keep track of storage supply room and coordinate purchase supplies.
- Re-stock kitchen with utensils, coffee, sugar, cream, etc.
- Re-stock janitor supply room with soap, paper towels, toilet paper, plastic trash bags and seat covers.
- Vending machine supply — call for refill or service when needed.
- Make sure all copiers (all departments) are fully stocked with paper.
- Order NMM envelopes as needed
- Feed the fish on the 3rd floor 1668
- Fold and send authorization, denial, checks, surveys, marketing and other letters or packages
- Maintain 1668 3rd floor water fountain.
- Other duties may be assigned.
SUPERVISORY RESPONSIBILITIES
Position does not have any supervisory responsibilities
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. MS Word, Excel and Outlook knowledge is required.
EDUCATION and/or EXPERIENCE
High School graduate or general education degree (GED); and one-year related experience and/or training; or equivalent combination of education and experience.
LANGUAGE SKILLS
Ability to read, analyzes, and interprets common health plans requirement documents. Ability to respond to common inquiries, complaints from customers, regulatory agencies or members of the business community. Ability to effectively present information before groups of customers or employees of organizations.
MATHEMATICAL SKILLS
Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.
REASONING ABILITY
Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.
CERTIFICATES, LICENSES, REGISTRATIONS
None required for this position.
OTHER
Ability to: work from designated office for collaborative/interactive fulfillment of duties; concentrate in an open-office “cubicle” environment; appropriately and directly interact with other staff members and/or outside associates; perform telephone and/or computer work for extended periods of time; operate office equipment such as computer, telephone, copy machine, scanner, fax machine, postage and letter machine, as well as folder and mail opener machines; attend and participate in meetings via phone, computer, or in person.
PHYSICAL REQUIREMENTS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; and reach with hands and arms. The employee frequently is required to talk or hear. The employee is occasionally required to stand; walk; climb or balance; and stoop, kneel, crouch, or crawl. Specific vision abilities required by this job include close vision clarity of 20 inches or less, distant vision clarity of 20 feet or more, color vision, peripheral vision, depth perception, and ability to adjust focus.
Frequent use of a computer keyboard and mouse when inputting data up to 5 hours per day is essential. Must be able to type at least 30 WPM. Constant use of ten key. Frequent use of telephone headset. Frequent verbal and written communication with staff and other business associates by telephone, correspondence, or in person. Frequent lifting of folders and other objects weighing between 0 and 50 lbs.
Sitting Time required: 70-80%
Standing Time required: 20-25%, includes walking around
Time Speaking and listening: 75%-90%, mainly communicating with staff and outside agencies and organizations.
MENTAL REQUIREMENTS
COMPREHENSION:
Ability to understand, remember, and apply oral and/or written instructions or other information
Ability to understand, remember, and communicate routine, factual information
High level of concentration is required, and the ability to coordinate multiple program tasks.
Ability to understand and follow basic instructions and guidelines
ORGANIZATION
Ability to organize thoughts and ideas into understandable terminology
Ability to organize and prioritize own work schedule
REASONING and DECISION MAKING
Ability to apply common sense in performing job
Ability to make decisions which have moderate impact on immediate work unit
COMMUNICATION
Ability to complete routine forms, use existing form letters and/or conduct routine oral communication
Ability to compose letters, outlines, memoranda, and basic reports and/or to orally communicate technical information
Ability to communicate with individuals utilizing a telephone; requires ability to hear and speak effectively on phone
Ability to express or exchange ideas by means of the spoken words, communicating orally with others accurately, and quickly
Ability to make informal presentations, inside and/or outside the organization. Speaking before groups
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable with disabilities to perform the essential functions.
Work is performed in an office environment. Must be able to tolerate sitting for long periods of time. Must be able to deal with busy, high pace office. Pace of work may be rapid and intense especially when faced with proposal deadlines.
The noise level in the work environment is usually moderate.
Attendance at employer worksite is an essential job requirement.
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