Division Secretary - 8
ABCBS - Little Rock, AR

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This position is responsible for assisting the department manager and division staff with those duties associated with effectively operating the Division. The Secretary works very closely with the Division Manager functioning as a secretary and backup support in handling telephone inquiries, written/E-mail correspondence, administrative activities, departmental reporting, inquiry research and resolution, acquisition and maintenance of department equipment and budget.

Nature & Scope
1. Maintain adequate office supplies/inventory.
Inventory, and maintain all department supplies.
Order office supplies and small office equipment through the E-Pro on-line system, distribute supplies to staff and employees after delivery, accept and finalize orders through the E-Pro system, return damaged and/or wrong items to the Purchasing Department for appropriate credit.

2. Assist department with incoming inquiries and workload (phone, mail, etc.)
Receive and direct telephone/written inquiries or handle appropriately.
Place service calls, meet, greet and explain problems to service persons.
Maintain critical files on diskette for off-site storage as a part of back-up and recovery plan.
Maintain and organize all filing for manager and division.
Function as backup to production areas within the Division.
Sort inter-office and outside mail for Division.

3. Reporting
Prepare daily and monthly production reports.
Handle/Coordinate other divisional reporting (employee time, salary changes, etc.)

4. Coordinate and support internal administrative activities.
Provide administrative support to Special
Services manager and other staff within the Division as needed.
Interact with external vendors and other BlueCross and BlueShield personnel.
Schedule meetings by reserving conference rooms, coordinate and notify attendees.
Schedule and handle all conferences and events for manager.
Make all hotel and conference reservations.
Set up all conference calls.
Prepare presentations on Power Point or transparencies.
Maintain organizational charts.
Prepare desk procedures for secretarial duties.
Keep minutes for meetings and distribute to attendees.

5. Perform other duties as assigned.
Take phone messages when necessary.
Schedule meeting rooms for all staff.
Maintain division files and update manuals as needed.
Work special projects as needed.
Schedule meeting rooms for all staff.
Maintain division files and update manuals as needed.
Work special projects as needed

Minimum Job Requirements
1. High school diploma (or equivalent)
2. Secretarial experience.
3. PC experience required. The following software preferred: Microsoft Windows, Microsoft Excel, Word, PowerPoint.
4. Medical Terminology
5. Typing skills.

Security Requirements
This position is identified as level three (3). This position must ensure the security and confidentiality of records and information to prevent substantial harm, embarrassment, inconvenience, or unfairness to any individual on whom information is maintained. The integrity of information must be maintained as outlined in the company Administrative Manual.

Segregation of Duties
Segregation of duties will be used to ensure that errors or irregularities are prevented or detected on a timely basis by employees in the normal course of business. This position must adhere to the segregation of duties guidelines in the Administrative Manual.

This position is accountable for:

1. Assisting the Division Manager / Supervisors as needed.
2. Timely computing and completion of division reporting.
3. Inventory, acquisition and maintenance of division equipment.
4. Coordinate and support internal administrative activities.
5. Receive, prioritize, and distribute the Division's correspondence; open, date/stamp, and forward to appropriate person for handling.
6. Coordinate monthly Division meetings.
7. Maintain division files/manuals.
8. Handle all matters (i.e. personnel issues, policies, salaries, etc.) in a confidential manner.
9. Order office supplies for Manager / Supervisors through E-Pro.
10. Backup support for production areas.
11. Prepare visual aid for presentations.
12. Continued personal development by staying informed of current policy regulations and procedures and enrolling in related classes as they are provided.

Skills, Knowledge and Abilities:

1. Ability to communicate effectively and professionally on all levels.
2. Ability to interact with customers of varying backgrounds and demeanor.
3. Ability to organize workflow for maximum efficiency.
4. Ability to effectively analyze a situation and develop a solution.
5. Ability to function in the absence of the manager and without direct supervision.
6. Ability to compose grammatically correct, professionally written communication.
7. Ability to use professional etiquette.
8. Knowledge of Special Services Claims procedures and activities.
9. Knowledge of ABCBS and its core functions.
10. Excellent interpersonal skills.
11. Excellent English comprehension skills.
12. Basic Math skills.
13. Legible handwriting.
14. Self-motivated.