Athens Administrators has an immediate need for a full-time Corporate Services Assistant to support our Concord, CA office located on Stanwell Drive. Athens offices are open for business Monday-Friday and the schedule for this position is Monday-Friday, 7.5 hours a day from 8:00 a.m. to 4:00 p.m. with a 30-minute meal break. The Corporate Services Assistant will process company-wide mail for scanning or delivery, complete data entry, and provide back-up Receptionist duties.

PRIMARY RESPONSIBILITIES

Our new hire should have the skills, ability, and judgment to perform the following essential job duties and responsibilities with or without reasonable accommodation. Additional duties including back-up assistance may be assigned:

Mail Center & Data Entry

• Screen incoming mail
• Extensive data entry
• Open and sort mail to ensure appropriate delivery, i.e. personal and confidential mail, checks, etc.
• Prepare and scan mail
• Print and stuff large volume of letters daily for mailing
• Delegate mail to appropriate folders when routing
• Distribute and collect mail to and from appropriate parties
• Work closely with UPS, FedEx, and 3rd party delivery personnel
• Process and verify daily check runs
• Make photocopies of all claim files as needed
• Retrieve and store closed and open files from off-site storage
• Maintain inventory of files that are in storage

Back Scanning

• Prepare claim files for scanning
• Scan claim files as assigned by management
• Quality check and index scanned claim files
• Assemble and disassemble files for scanning

Back-up Reception

• Answer incoming phone calls, determine purpose, and forward calls to appropriate personnel or department
• Welcome on-site visitors, determine nature of business, and announce visitors to appropriate personnel
• Retrieve messages from general voicemail box daily and return calls to callers requesting basic information
• Update general voicemail box greetings
• Manage reception email inbox
• Prepare and update phone and fax list on U drive and Intranet
• Work closely with facilities team to direct service technicians, manage office repairs and update team as needed
• Research and forward unknown faxes to appropriate personnel
• Keep confidentiality and discretion regarding separations, new hires, and leaves of absence when information is provided by Human Resources before companywide announcements
• Manage security of the main entrance and alert Corporate Services Supervisor of unauthorized visitors
• Responsible for keeping detailed log of loaned employee and vendor key fobs

ESSENTIAL POSITION REQUIREMENTS

The requirements listed below are representative of the knowledge, skill, and/or ability required. While it does not encompass all job requirements, it is meant to give you a solid understanding of expectations.

• High School Diploma or equivalent (GED) required for all positions
  • AA/AS or BA/BS preferred but not required
• 2 years of administrative assistant, mail room/scanning, or reception experience preferred
• One-year of customer service experience required
• One-year extensive data entry experience preferred
• Well-developed verbal and written communication skills with strong attention to detail
• Excellent organizational skills and ability to multi-task
• Capable of troubleshooting delays and issues that may occur with printing and mailing
• Must be able to perform tasks requiring repetitive motion and possess the manual dexterity to perform the requirements of the job
• Ability to lift to 25-35 pounds with the assistance of a dolly and/or colleague and ability to sit, walk and stand for prolonged periods of time
• Ability to type quickly, accurately and for prolonged periods
• Proficient in Microsoft Office Suite
  • Ability to learn additional computer programs
• Reasoning ability, including problem-solving and analytical skills, i.e., proven ability to research and analyze facts, identify issues and make appropriate recommendations and solutions for resolution
• Ability to be trustworthy, dependable, and team-oriented for fellow employees and the organization
• Must demonstrate accuracy and thoroughness in work product
• Ability to work with urgency and meet deadlines
• Seeks to include innovative strategies and methods in order to provide a high level of commitment to service and results
• Valid Driver’s license and availability for local travel such as the post office or UPS store