Administrative Assistant

Under the direct supervision of the Worker’s Compensation Claims Manager, this position is responsible for customer service and performs a wide range of clerical and administrative duties.

• Worker’s Compensation:
  • Enters claims into Origami (daily).
  • Requests medical records on every claim (daily).
  • Sends acknowledgment letters on all claims (daily).
  • Pays invoices (weekly).
  • Makes sure to monitor WC/Liability fax and distribute correspondence as appropriate (daily).
  • Scans DWD mail to WC manager (time sensitive) (daily if applicable).
  • Uploads medical records and/or other claim correspondence to Origami (every other day).
  • Answer and assist with provider phone calls and emails.
  • Enters new Stress claims.
  • Subrogation and restitution checks.
• Administration:
  • Collaborates 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.
  • Performs general reception duties; 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. Acts as secondary support for NEOGOV Learn enrollment and registration activities.
  • 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.
• Other Duties and Responsibilities:
  • Designs and develops special projects.
  • Coordinates and shares duties with other administrative, clerical, and staff positions.
  • May attend summer and annual meetings to provide administrative assistance, which will require overnight stays.

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.

Knowledge, Skills & Abilities

• Office principles and practices;
• A wide variety of office machines and computer software;
• Proficient use of computers and computer software including Microsoft Word, Outlook, Excel, claims software, and other business software.
• Read and write routine correspondence.
• Communicate effectively both orally and in writing with personnel at various levels both within and outside the organization.
• Establish and maintain effective working relationships with other employees and members and to deal with public relations problems courteously and tactfully.
• Work independently, deal with multiple projects, balance work from multiple sources, establish and modify priorities, meet deadlines, and produce professional quality, error-free work product.
• Display strong customer service skills.