Office Assistant - Indiana Laborers Welfare and Pension Funds - Terre Haute, IN

The classification of Clerk General is a position that primarily provides support for the various departments, performs customer service and performs general office duties such as, but not limited to, greeting visitors, answering phones, opening mail, numbering documents, scanning documents, delivering and sending faxes, preparing outgoing mail, pulling historical data for various departments, copying, filing, labeling, and so forth.
ESSENTIAL DUTIES

• Serves as the first point of contact for visitors entering the building. Greets visitors, contacts the appropriate staff member and will occasionally answer questions concerning the benefit application process. Maintains a calm, courteous and professional demeanor at all times, while on occasion dealing with visitors who may be upset or angry.


• Operates a multi-line switchboard while working in a seated position for up to two hours at a time without interruption. Receives and directs incoming calls, pages calls for management, sends calls to voicemail when necessary and distributes mail and faxes.


• Operates a desktop computer in order to access information from an RVI program, CD Rom and Microsoft Word and Excel documents, type correspondence and spreadsheets as requested by management and organizes mailing lists. Requires the ability to perform keyboarding operations as would be typical with the use of a desktop computer and the ability to accurately perform basic calculations on a ten-key adding machine.


• Responsible for opening, sorting, processing and distributing daily regular mail, which includes, but is not limited to: Medicare and medical claims, member correspondence, subrogation letters, registration cards, marriage certificates, divorce decrees, birth certificates, medical records and prescriptions.


• Operates office machinery such as fax machines, mailing machines, scanners, copiers and microfilm machine often in a standing position for up to two hours at a time.


• Carries parcels, mail deliveries, files and other items within and between the Fund Office and District Council Office, often requiring walking for a significant portion of the work day.


• Responsible for pulling historical data for Bookkeeping, Claims and Pension departments by use of microfilm, RVI program and CD Rom and for creating Excel spreadsheets with collected data as requested.


• Prepares mass mailings, which include but are not limited to: COBRA notices, health and welfare booklets, pension booklets, and annual notifications to members.


• Typical daily activities can require standing, walking, bending, stooping or kneeling for extended periods.


• Lifts and moves items weighing up to 30 pounds, such as parcels, mail bags, file boxes and other such items as may be typically used in an office environment.


• In order to protect the confidentiality of the information that is typically processed in the Fund Office, the employee must maintain watchful diligence in the visitor area at all times. Due to the limited staff, punctuality and regular attendance are essential. Clerk Generals must undergo the HIPAA training and carefully adhere to the requirements spelled out therein.

MINIMUM QUALIFICATIONS

• Ability to maintain accurate alphabetical files.


• Familiarity with the use of, or ability to learn, Microsoft Word and Excel.


• Past experience in customer service work.


• Ability to lift and move items up to 30 pounds.


• Physically capable of working in a fast-paced environment requiring extended periods of standing, walking, bending, stooping or kneeling.


• Reasonable proficiency in grammar, punctuation and spelling.


• Ability to perform accurate calculations with a standard ten-key adding machine.


• Familiar with the use of, or ability to learn the use of, other office equipment such as fax machines, mailing machines, scanners, copiers and microfilm machine.

WORKING CONDITIONS

• Employee works in an open office setting with between 15 and 30 other employees. The environment may, at times, become noisy with multiple telephone and direct conversations occurring at once.


• Employee may be required to pursue multiple tasks at once and to frequently switch between tasks in order to maintain production needs.


• Work occurs on different building levels and requires the use of stairs and/or elevators.


• Work requires trips between office buildings, sometimes in inclement weather.


• Much of the work is performed in a seated position: however, typical daily activities can require standing, walking, bending, stooping or kneeling for extended periods. Will occasionally be required to lift and move items such as file boxes weighing up to 30 pounds.

Job Type: Full-time

Salary: $17.90 /hour

Required education: