Customer Service Administrative Specialist

Customer Service Administrative Specialist

REPORTS TO: Customer Service Team Lead

Responsible for all administrative duties within the Customer Service department

DUTIES AND RESPONSIBILITIES:

• Create all letters as needed. Send system generated letters to mailing service
• Receive insurance certificates and send to insurance provider for processing
• Update customer contact information in system
• Process returned mail
• Compile documentation for subpoenas as needed
• Support various aspects of the insurance program to include daily reporting
• Inventory and order supplies for office
• Process UCC-3 assignments and terminations as needed
• Sign documents and transmit to custodian's vault
• Document all activities performed for each customer
• Perform other related duties as assigned by management

SUPERVISORY RESPONSIBILITIES:

• This job has no supervisory responsibilities.

QUALIFICATIONS:

• Associate's Degree (AA) or equivalent from a two-year college or technical school, or six months to one year related experience and/or training, or equivalent combination of education and experience.
• Computer skills required: Internet Software; Spreadsheet Software (Excel); Human Resource Systems; and Word Processing Software (Word).

COMPETENCIES:

• Attendance/Punctuality - Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.
• Analytical - Synthesizes complex or diverse information; Collects and researches data; Uses intuition and experience to complement data.
• Design - Generates creative solutions; Uses feedback to modify designs; Applies design principles; Demonstrates attention to detail. Uses feedback to modify designs; Applies design principles; Demonstrates attention to detail.
• Problem Solving - Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations.
• Project Management - Communicates changes and progress; Completes projects on time and budget.
• Technical Skills - Strives to continuously build knowledge and skills; Shares expertise with others.
• Interpersonal Skills - Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things.
• Oral Communication - Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings.
• Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.
• Teamwork - Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Supports everyone's efforts to succeed.

• Change Management - Develops workable implementation plans; Communicates changes effectively; Prepares and supports those affected by change; Monitors transition and evaluates results.
• Quality Management - Looks for ways to improve and promote quality; Demonstrates accuracy and thoroughness.
• Business Acumen - Understands business implications of decisions; Displays orientation to profitability; Aligns work with strategic goals.
• Cost Consciousness - Works within approved budget; Develops and implements cost saving measures; Conserves organizational resources.
• Diversity - Shows respect and sensitivity for cultural differences; promotes a harassment-free environment.
• Ethics - Treats people with respect; Keeps commitments; inspires the trust of others; Works with integrity and ethically; Upholds organizational values.
• Organizational Support - Follows policies and procedures; Completes administrative tasks correctly and on time; supports organization's goals and values.
• Strategic Thinking - Understands organization's strengths & weaknesses; Identifies external threats and opportunities; Adapts strategy to changing conditions.
• Judgment - Exhibits sound and accurate judgment; Supports and explains reasoning for decisions.
• Motivation - Demonstrates persistence and overcomes obstacles; Measures self against standard of excellence.
• Planning/Organizing - Prioritizes and plans work activities; Uses time efficiently.
• Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.
• Quality - Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality.
• Quantity - Meets productivity standards; Completes work in timely manner; Strives to increase productivity; Works quickly.
• Safety and Security - Reports potentially unsafe conditions; Uses equipment and materials properly.
• Adaptability - Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.
• Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan.
• Initiative - Volunteers readily; Looks for and takes advantage of opportunities; Asks for and offers help when needed.
• Innovation - Displays original thinking and creativity; Meets challenges with resourcefulness; Generates suggestions for improving work; Presents ideas and information in a manner that gets others' attention.

PHYSICAL DEMANDS AND WORK ENVIORNMENT:

• Continually required to sit
• Continually required to utilize hand and finger dexterity
• Continually required to talk or hear
• While performing the duties of this job, the noise level in the work environment is usually moderate
• The employee must occasionally lift and /or move up to 25 pounds