Job Information
The Salvation Army Administrative Assistant in Rancho Palos Verdes, California
Description
TITLE: Administrative Assistant - Claims
DEPARTMENT: Risk Management STATUS: Full Time, Non- Exempt
PAY RANGE: $22 - $25
THE SALVATION ARMY MISSION
The Salvation Army, an international movement, is an evangelical part of the universal Christian Church. Its message is based on the Bible. Its ministry is motivated by the love of God. Its mission is to preach the gospel of Jesus Christ and to meet human needs in His name without discrimination.
POSITION SUMMARY
This position provides administrative support to the Risk Management Department. Performs a variety of self-directed duties related to risk management and the insurance function. This includes developing materials for department presentations for all coverages. The position works directly with Officers, THQ and DHQ staff, insurance brokers, TPA’s, state and local agencies.
EDUCATION AND WORK EXPERIENCE:
Two (2) years of secretarial or administrative aide experience
Experience in preparation of slides for oral presentations.
Experience in preparation and analysis of management reports.
Experience in working effectively with department heads and outside vendors.
Accuracy with attention to detail.
Willingness to learn and apply new methods and concepts.
KNOWLEDGE, SKILLS AND ABILITIES REQUIRED:
Knowledge of Salvation Army practices and policies desirable.
Excellent oral and written communication skills: Spelling Test 90%; Grammar Test 90%; Typing Test 60 wpm.
Ability to handle highly confidential matters.
Ability to operate standard office equipment including copier and personal computer.
Interpersonal skills necessary to relate to other team members and various internal and external stakeholders.
Ability to work under pressure.
Previous computer experience with knowledge of WORD, EXCEL and ACCESS.
Ability to quickly learn new software applications essential. Lotus notes helpful.
Ability to prepare final documents using word processing software.
Ability to transmit messages and documents using email.
Ability to prepare simple spreadsheets and spreadsheet-based graphs.
Fluency with on-line Internet access services.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Review contracts for insurance requirements and arrange for appropriate proof of coverage through insurance broker.
Research and prepare insurance applications for all lines of coverage.
Generate and track all check request and invoices for the department and maintain record of payment by vendor.
Track insurance policy premiums and prepare invoices necessary to remit payment (AP Workflow).
Maintain captive insurance company files, including office signatures and bio’s and process cash transfer forms.
Research and prepare insurance reports required by various state agencies.
Collect and organize payroll data from all Commands for state reports.
Assist with development and preparation of department presentations, including design and creation of PowerPoints and printed materials, scheduling events, accommodations and travel.
Using Sedgwick CMS and PVC systems design and prepare reports illustrating each Command’s loss history.
Maintain insurance policy files.
Act as primary administrative support for Territorial Risk Management Secretary, and the Director of Claims Management.
Prepare monthly status memos
Transcribe voicemail messages as needed.
Assist with arrangements for interviews, investigations and depositions as needed.
Assist with the timely processing of suits, summons and subpoenas for Workers’ Compensation claims, auto claims; general liability claims, employment practices liability claims(EPL) and sexual misconduct liability claims (SML).
Assist with production of files, records and related research as needed.
Answer telephone.
Handle routine correspondence.
Input, update and maintain the data in the Claims Management database.
Input, update and maintain the invoice database.
Prepare reports as needed from the various databases including bring-ups.
Prepare correspondence to administration/divisions/commands regarding status of claims. Prepare agenda narrative for presentation to the Board of Directors.
Prepare litigation invoices for review and approval.
Handle inter-departmental deliveries.
Make copies, send faxes, prepare materials for overnight/next-day delivery, and handle outgoing mail.
Prepare various documents for signature.
Arrange meetings, taking minutes as needed.
Coordinate with the Third Party Administrator [TPA/Sedgwick CMS] to run reports [on ViaOne] for a list of claims and insurance loss information for each of the Commands on a regular basis
Must be organized in work area, files, etc. contributing to the efficiency and accuracy of work.
Must be able to comprehend assignments or to clearly and concisely ask for clarification until the assignment is understood.
Must exhibit dependability by arriving and leaving work on time; by taking the allotted time for lunch and breaks; by limiting personal telephone calls and socializing on break periods.
Must engage in conduct that enables administration to achieve its goal of providing a professional work environment and that is not disruptive to that environment.
Must be willing to always put forth-best effort during assigned workday.
Must maintain confidentiality of all legal matters.
Other duties as assigned.
PHYSICAL REQUIREMENTS:
Qualified individuals must be able to perform the essential duties of the position with or without accommodation. A qualified person with a disability may request a modification or adjustment to the job or work environment in order to meet the physical requirements of the position. The Salvation Army will attempt to satisfy requests as long as the accommodation needed is reasonable and no undue hardship would result.
Ability to sit, walk, stand, bend, squat, climb, kneel, and twist on an intermittent or continuous basis
Ability to grasp, push, pull objects such as files, file cabinet drawers, and reach overhead
Ability to operate telephone
Ability to operate a desktop or laptop computer
Ability to lift up to 25 lbs. (usually file boxes)
Ability to access and produce information from a computer
Ability to understand written information
REPORTS TO: DIRECTOR OF CLAIMS MANAGEMENT
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)
