Administrative Assistant

Overview

Provides administrative support to the Assistant Vice President (AVP), Benefits Operations. Maintains calendar, schedules appointments and governs time for AVP as needed. Expedites work through proper channels in the absence of AVP; maintains regular and follow-up files and confidential data. Independently prepares correspondence; maintains records and creates and maintains presentations, charts, graphs, spreadsheets and databases. Works with minimal supervision and is responsible for making an established range of decisions, escalating to the AVP when necessary and updating him/her on a regular basis.

Responsibilities

• Organizes and expedites the flow of work through the AVP office. Maintains any documentation and filing and initiates any follow-up actions required. Maintains the AVP’s calendar, schedules or cancels appointments as needed and keeps AVP apprised of the status.
• Assembles review packets for Appeals Committee as needed, maintains appeals database and prepares responses for SVP of Compensation & Benefits regarding Appeals Committee decisions.
• Coordinates the processing of vendor invoices and department expenses. Reviews and codes invoices to proper budget center and account; submits invoices to management for authorization of payment. Completes set up process for new vendors in the accounting system.
• Prepares monthly expense budget reports and annual Benefits Committee report.
• Coordinates year-end reports requested by Actuarial, Accounting and Tax departments.
• Updates the 1099 medical provider database and handles inquiries from medical providers regarding 1099-MISC forms, and is responsible for medical 1099 forms.
• Responds to inquiries and directs, prioritizes and provides information to all levels of internal and external customers making requests of the group. Makes decisions regarding the validity of external requests quickly and responds to those that are valid with urgency.
• Provides administrative support to other members of the AVP’s staff as requested.
• Submits work orders and coordinates equipment repair requests through the Facilities Services department. Orders and maintains office supplies and equipment for the department.
• Maintains compliance with applicable federal and state laws (e.g., HIPAA) related to privacy, security, confidentiality and protection of personal information, including, but not limited to, personal health information and personally identifiable information.
• Performs other duties as assigned.
• Complies with all policies and standards.

Qualifications

• • High School Diploma Or GED. - Required
  • Proven experience as an administrative assistant. Experience must include supporting multiple individuals in a professional setting where independent decision-making and self-initiative were demonstrated. - Required
  • Demonstrated experience maintaining a calm and professional demeanor at all times, exercising excellent judgment and maintaining a positive perspective in all situations. - Required
  • Proven experience handling and maintaining confidential information and correspondence. - Required
  • Demonstrated strong verbal and written communication skills with ability to convey information to internal and external customers in a clear, accurate, focused and concise manner. Demonstrated ability to document procedures and activities in a manner that is understandable to others and prepared using a prescribed format. Required
  • Demonstrated strong attention to detail. Required
  • Proven proficiency in preparing reports, compiling statistics, researching information and making recommendations. Required
  • Demonstrated high level of initiative and proven ability to work independently with limited supervision. Required
  • Advanced knowledge of Microsoft Office products. Required
  Work Setting/Position Demands:
  • Works in an office setting and remains in a stationary position for long periods of time while working at a desk, on a computer or with other standard office equipment, or while in meetings.
  • Requires the ability to verbally communicate and exchange accurate information to customers and associates on a regular basis.
  • Requires visual acuity to read and interpret a variety of correspondence, procedures, reports and forms via paper and electronic documents, visual inspection involving small defects; small parts, and/or operation of machinery (including inspection); using measurement devices continuously. Visual acuity is required to determine accuracy, neatness, and thoroughness of work assigned.
  • Requires the ability to prepare written correspondence, reports and forms using prescribed formats and conforming to rules of punctuation, grammar, diction, and style on a regular basis.