Administrative Support Specialist

To be considered, please submit a current resume and cover letter describing how your experience qualifies you for this position.

Summary

The primary purpose of this position is to provide administrative support to the Benefit Administration Division. Responsibilities include reviewing and processing forms, preparing and distributing communications, entering and verifying data in agency systems, and assisting with the maintenance of workflow processes. This role processes member death applications and provides backup assistance to other areas of the division as needed. Additional duties may be assigned as required to support the overall operations of the division.

Essential Functions

The essential functions of this position include, but are not limited to, the following:

• Review forms for completeness and accuracy and approve them for processing.
• Enter and update system data (e.g., address, beneficiary, direct deposits, withholdings, withdrawals, member death information); verify data entered by others. Prepare and distribute member and employer communications, including gathering necessary information to process tasks, requesting updated contact details, initiating automated correspondence, and issuing refund and cancellation notices.
• Review reports and take necessary actions, such as sending communications, creating service tickets, devesting members, and making corrections to ledgers.
• Support mid-month and end-of-month balancing by reviewing and entering refund data, consolidating information, and ensuring accurate reconciliation for final processing.
• Process death applications for active and retired members and joint annuitants.
• Research public records and other data sources to locate members, participants, and beneficiaries in order to process distributions and benefit payments.
• Index scanned documents in the imaging system by document code and relevant criteria to ensure efficient retrieval and identification of each document.
• Research and retrieve microfilmed member payroll records.
• Recommend updates to documentation for departmental procedures.
• Other duties as assigned.

Education And Experience

Requires two years of clerical or administrative experience. One year experience with data entry is required. Experience with Office products, including Word, Excel, and Outlook is preferred.

Knowledge, Skills, Abilities And Competencies

• Knowledge of standard office practices, procedures, and technologies.
• Proficiency in grammar, punctuation, spelling, basic math, and business communication.
• Ability to prepare, review, and distribute documents, reports, and files accurately.
• Strong attention to detail in handling confidential information and interpreting routine matters in accordance with agency policies.
• Effective oral and written communication skills, with the ability to follow instructions and maintain positive working relationships.
• Competence in using standard office equipment and current software applications, including email, word processing, and spreadsheets.

Physical Requirements

The physical aspects of this position include using scanning and document retrieval equipment, working at a computer terminal and keyboard, occasionally for long periods of time, using the telephone, fax machine, and copier and working with a floor to ceiling filing system. May require lifting boxes of up to 25 pounds.