Benefit Counseling Coordinator (El Paso Office)

About the role

The Benefit Counseling Coordinator is responsible for coordinating visitor appointments and providing support for Benefit Counseling operations in the Regional Office. The incumbent will greet and direct visitors, coordinate visitor appointments with Benefit Counselors, aid in scheduling benefit meetings and presentations, and provide general office support. This position will proactively work with Regional Office Counseling team, Benefit Counseling coordinators, Benefit Services staff, and agency employees. This is an onsite position Monday - Friday at our Regional Office in El Paso, TX.

Appointment Coordination

• Coordinates the scheduling of visitor appointments with Benefit Counselors.
• Coordinates with Benefit Processing Department staff to ensure files and records are ready for scheduled office visit appointments.
• Monitors counselor availability and assigns visitors to available counselors.
• Monitors email for high-priority inquiries/requests and provides timely and accurate responses.
• Maintains department appointment calendar utilizing scheduling software.
• Obtains member files and other required information and provides to the counselor for review prior to scheduled appointments, including requesting information from Benefit Processing as needed.

Receptionist

• Greets all visitors in the TRS El Paso Regional Office lobby and directs to appropriate TRS staff and/or meeting locations.
• Answers incoming calls to TRS' main telephone line; appropriately directs calls; provides basic information regarding TRS processes; and enters data necessary for Benefit Counselors to return member calls.
• Works in coordination with security staff to ensure appropriate visitor check-in procedures.
• Assists Benefit Counselors with scheduled appointments and walk-ins by providing and collecting any necessary documentation or basic information prior to meeting with counselor.

Meeting / Presentation Coordination

• Maintains a detailed schedule of meeting/presentation dates, cities, venues and assigned counselors.
• Identifies available meeting rooms and coordinates room set up for in-house meetings, including reserving required supplies and equipment.
• Assists with preparing travel itineraries for Benefit Counselors.
• Maintains and updates department travel spreadsheets and staff calendars.
• Assists with preparing travel itineraries for Benefits Counselors.
• Assists in coordinating with school districts, higher education, and other agencies, primarily via telephone and email, to arrange appointments and regional benefit meetings, and informs appropriate staff.

General Office Support

• Provides general office administrative support, including but not limited to composing and/or typing routine correspondence, word processing forms and other documents; timekeeping, sorting and distributing incoming and outgoing mail, copying, and maintaining files.
• Processes requests for personal identification numbers from TRS Members.
• Responds to routine telephone and in-person inquiries regarding basic TRS services.
• Notarizes documents for TRS members and staff.
• Provides back-up support and assistance to other Benefit Counseling administrative support staff.
• Assists other departments within Benefit Services with processing member requests, such as but not limited to: returned mail, and updating demographic information.
• Maintains office supplies inventory and ensures operation of equipment.
• Maintains supply forms, brochures, and handbooks and ensures member meeting rooms remain stocked with these items.
• Maintains knowledge of records retention policies and assists Benefit Counseling operations to support annual records retention project.
• Maintains files, logs, and other record keeping systems.
• Participates on special projects and work groups as needed.
• Performs related work as assigned.

Requirements

• High School Diploma or GED. Education and experience may substitute for one another.
• Three (3) years of full-time experience providing complex administrative support in a professional office environment.
• Qualifying experience must include: Drafting correspondence and other materials; Scheduling and maintaining appointment and meeting calendars; Interaction with business professionals and the general public; Adhering to protocols with discretion on confidential or sensitive matters; Managing complex confidential customer information in a public setting. Experience may be concurrent.
• Current designation as a Notary Public, or must be obtained within 6 months of employment.

Preferred Qualifications

• Associates or Bachelor's degree from an accredited college or university.
• Bilingual in English and Spanish.
• Ability to type at least 45 words per minute.

Skills

• Knowledge of general office practices and procedures.
• Knowledge of state government and TRS rules, regulations, policies and procedures.
• Skill in using a computer in a Windows environment with spreadsheet, word processing, presentation, database, and other business software to prepare correspondence, spreadsheets, graphs, charts, and reports.
• Skill in planning, organizing, and prioritizing work assignments to manage a high-volume workload in a fast-paced and changing environment and in completing detailed work with a high degree of accuracy.
• Skill in analyzing problems and devising effective solutions.
• Skill in accurately performing data entry.
• Skill in organizing and maintaining electronic files, forms, and other materials.
• Skill in providing quality customer service.
• Effective verbal communication, including telephone communication and active listening skills.
• Ability to establish and maintain harmonious working relationships with co-workers, agency staff, and external contacts.
• Ability to work effectively in a professional team environment.
• Ability to work occasional overtime or extended hours as needed.

Pay: $46,305.00 - $55,455.00, Annual Salary

Schedule: Monday - Friday, onsite at El Paso Regional Office, 6611 Boeing Drive, El Paso, Texas, 79925