POSITION TITLE
Office Clerk
REPORTS TO
Manager, Operations & Demographics
CONTACTS AND RELATIONSHIPS
Employee works with DGA Plans’ staff, Participants, Trustees, Vendors, and others.
ESSENTIAL FUNCTIONS
- Process important and confidential incoming and outgoing mail (sort, review and distribute incoming mail, process all outgoing mail, use folder/inserter, conduct quality control, operate postage machine to prepare mail).
- Access various applications, such as: Explanation of Benefits (EOB), Fiery, and EDG applications to print and archive daily EOB batches, Accident and Additional Information letters, and other print and mail projects.
- Office Driver – must have a reliable vehicle, valid driver’s license, and coverage insurance in the amount of $100,000/$300,000 liability and $50,000 property.
- Review, assign and handle incoming requests from staff regarding supplies, maintenance, or assistance with equipment, meeting set-up, etc. (via email/service desk).
- Maintain, replenish, order, and distribute supplies throughout the office, as necessary.
- Assist with copying, binding, and quality control of Trustee agendas.
- Handle various complex copy, print, mail requests, and manually fold and insert correspondence, as necessary.
- Operate the following office equipment: postage scale and meter, copiers, folder/inserter, punch and bind machine, laminator, walkie-talkie, audio/visual system in boardroom and other conference rooms. Perform various office maintenance duties (i.e., periodically and as necessary, clean, maintain and reset conference rooms, clean spills, clear copier/printer jams and replace parts, such as toner, cleaning cartridges, etc., keep copy rooms stocked with supplies and clean by dusting and/or cleaning equipment and countertops, discard trash and recyclables in the building’s dumpster, organize/reorganize areas throughout the office), as necessary.
- Be observant of office maintenance problems, current or developing (e.g., stains on fabric or carpet, loose doors, file drawers, damages to furniture, etc.) and keep supervisor informed.
- Assist visitors with entry into the office and escort, as necessary.
- Primary back-up to the receptionist and person designated to provide coverage at reception while the receptionist is on breaks, lunch, restroom breaks, or emergencies. Operate an application-based multi-line telephone system, and have knowledge of department functions to effectively transfer phone calls.
- Greet visitors, ensure each visitor signs-in, issue visitor badges, and notify the employee they are visiting.
- Be alert and attentive to people getting off the elevators onto the 6th floor and those walking by the reception area and immediately alert the Operations Manager and Operations Team Leader of unauthorized visitors.
- Review, accept, and log deliveries addressed to the Plans’ or Plans’ employees and distribute accordingly.
- Regular, predictable, punctual, and reliable attendance is required.
- Ability to work independently with minimal supervision.
- Ability to accept direction and developmental guidance from supervisor.
- Ability to work effectively and cooperatively with individuals at all levels.
- Perform other duties as assigned.