Administrative Support Specialist

Application Instructions

This hiring process is based on resume review. To be considered, you must submit a current resume outlining how your experience qualifies you for this position.

Summary

The primary purpose of this position is to provide administrative support to the Benefit Administration Division. Key responsibilities include reviewing and processing forms, preparing and distributing internal and external communications, entering and verifying data within agency systems, and actively contributing to streamline and enhance workflow processes. This role supports the division as needed; primarily processing death benefits and by providing backup assistance across functional areas within the division. Position assigned duties to contributing to the efficient and effective operation of the division.

Essential Functions

The essential functions of this position include, but are not limited to, the following:

• Review forms for completeness and accuracy and approve them for processing.
• Enter and update system data (e.g., address, beneficiary, direct deposits, withholdings, withdrawals, member death information); verify data entered by others.
• Prepare and send communications, including automated messages, to members and employers to collect necessary information, request updated contact details, and issue refund and cancelation notices.
• Review reports and take necessary actions: sending communications, creating service tickets, devesting members, and correcting ledger entries.
• Support mid-month and end-of-month balancing by reviewing and entering refund data, consolidating information, and ensuring accurate reconciliation for final processing.
• Support workflows related to the death of active members, retired members, and joint annuitants.
• Research public records and other data sources to identify and locate members, participants, and beneficiaries for the purpose of processing distributions and benefit payments.
• Index scanned documents in the imaging system by document code and relevant criteria to ensure efficient retrieval and identification of each document.
• Research and retrieve microfilmed member payroll records.
• Recommend updates to documentation to optimize departmental procedures.
• Other duties as assigned.
  
  

Education And Experience

Education and Experience requirements at this level consist of two years of clerical office experience; or an equivalent combination of education and experience. Preferred Qualifications: One year of experience with data entry and demonstrated attention to detail in the handling of confidential information and the interpretation thereof, in accordance with agency policies.

Knowledge, Skills, Abilities And Competencies

Knowledge, Skills and Abilities required at this level include knowledge of office methods and procedures; of grammar, punctuation and spelling; of mathematics; of preparing and interpreting charts and graphs; of basic bookkeeping procedures; of inventory techniques; of telephone procedures; of standard business communications; and of current office technologies. Skill is required to operate office machines including computers. Ability is required to follow oral and written instructions; to establish and maintain effective working relationships with others; to establish and maintain filing systems; and to prepare documents, reports, and files for dissemination to external sources.

Preferred Qualifications

One year of experience with data entry and demonstrated attention to detail in the handling of confidential information and the interpretation thereof, in accordance with agency policies.

Physical Requirements

The physical aspects of this position include using scanning and document retrieval equipment, working seated at a computer terminal and keyboard, occasionally for long periods of time; use of the telephone, fax machine, and copier/scanner. May require lifting boxes of up to 25 pounds.