Administrative Assistant

Essential Duties & Responsibilities

• Enters claims into Origami (daily).
• Requests medical records on every claim (daily).
• Sends acknowledgment letters on all claims (daily).
• Pays invoices (weekly).
• Maintains correspondence for WC/Liability (daily if applicable).
• Scans DWD mail to WC manager (time sensitive) (daily if applicable).
• Uploads medical records and/or other claim correspondence to Origami (every other day).
• Answers and assists with provider phone calls and emails.
• Enters new Stress claims.
• Subrogation and restitution checks.

Administration

• Coordinates with the CEO on scheduling, organizing, and communications on: Board Meetings, Finance Committee Meetings, Internal Staff Meetings & Events, Strategic Planning Meetings, and Summer and Annual Meetings.
• Aids the Finance Department in retrieving signatures from members of the Board of Directors for the Quarterly Jurat Statements.
• Aids with facility maintenance for the 9898 building.
• Aids the CEO with retrieving the Conflict of Interest forms from members of CVMIC's Board of Directors.

IT/Production Services

• Coordinates with the IT Production Services Manager in managing the Intersection Site.
• Arranges for maintenance of office equipment as needed.
• Aids with the onboarding/offboarding of members.
• Aids with ordering of IT-related equipment.

General

• Handles routine incoming telephone calls.
• Processes incoming and outgoing company mail, FedEx, and UPS shipments; opens and distributes mail; greets outside visitors/vendors.
• Composes and edits correspondence of moderate complexity.
• Partners with all departments to provide administrative support.
• Aids with planning of functions for membership meetings and office staff (summer picnic, Christmas party).
• Aids various managers with scanning and archiving of documents into the Company database as needed.
• Aids various managers with purging of expired documents (i.e. invalidated claims files), deemed as no longer required under State of Wisconsin document retention laws/requirements, as needed.

Loss Control

• Manages and maintains accurate attendance roster entry within NEOGOV Learn.
• Takes ownership of logistics and on-site support for external groups hosted at CVMIC (e.g., WILEAG, MEA-SEW), including food setup, coordination, and cleanup.
• Supports and backs up the Loss Control Training Assistant as needed during vacations or other absences.

Qualifications

• High School Diploma; The equivalent of one year of technical or business school training;
• 1 - 3 years of related experience, or equivalent combination of education and experience.