Administrative Support Associate

Description

Why you should check out this job

Looking for a part-time job that actually teaches you something and could be the start of a career? 

This isn't a "sit in the corner and file papers" role — your day-to-day tasks vary, you'll pick up new skills as you go, and you'll build a resume line that goes way beyond "worked the front desk." It's a great long-term opportunity for a student who wants steady hours, real workplace experience, and variety instead of routine — and a genuine foot in the door with a company that likes to promote from within.

• The Administrative Support Associate keeps our office running behind the scenes — and no two days look exactly the same. One day you might be scanning and filing documents, the next you're running the postage machine to get outgoing mail out the door, and another day you're handling walk-in customer payments or tracking down probate records. You'll build a genuinely broad skill set within the department through hands-on training and management guidance — all while keeping a consistent part-time schedule that can work around your semester or other predictable commitments.
• This is an excellent opportunity for a student looking for a long-term, resume-building part-time job (not just a one-summer gig) with real growth potential the longer you stay. We're a unique company serving the revenue cycle side of the healthcare industry, and we take pride in growing our own talent — many people who started in roles like this one have gone on to build careers with us in Information Systems, Accounting, and Leadership positions for example. If you're looking for somewhere to grow long-term rather than just clock hours, this is a great place to start.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily (with or without accommodation). Read more below in our formal job description.

Position Summary:

The Administrative Support Associate position exists in the organization to facilitate smooth operations and enhance productivity. They play a crucial role in supporting the workflow of other employees and colleagues. By handling various administrative tasks, they enable executives, managers, and employees to focus on their core responsibilities.

The Administrative Support Associate performs a wide range of office support functions working closely with all internal departments. This individual will learn through on-the-job training, experience, and management guidance.

The Administrative Support Associate will work on-site from our Marshfield, WI office and perform a variety of support services duties.

Essential Duties and Responsibilities:

• Assists and accepts payments from walk-in consumers and applies to account
• Answers incoming phone calls and transfers to appropriate departments 
• Processes mail returns  
• Performs duties within the mail room such as opening and routing of inbound mail
• Print and mail outgoing letters to consumers 
• Daily creating and printing of itemized statements – run various reports to track these requests to ensure timely completion
• Probate searching and filing
• Receives consumer and attorney correspondences and scans into the system
• Completes inventory of office supplies 
• Maintains personal vehicle to use for driving to local post office, bank (makes deposits) and client locations (compensated according to company policy)
• Cross train on all duties within department to provide back up as needed 
• Perform assigned duties to standard of key performance indicators
• Ensures legal and other compliance requirements are followed and does not have Protected Health Information (PHI) breaches
• Adheres to company Core Values and Strategic Anchors including treating others with dignity and respect

Requirements

Required Knowledge, Skills, and Abilities:

• Previous administrative work experience in an office setting is welcomed
• Experience using Microsoft applications including Outlook and Excel is preferred
• Experience using various office equipment to include a fax/copy machine, printer, folding machine and postage machine is welcomed
• Willingness and ability to learn company-specific computer databases along with various vendor databases
• Clear verbal and written communication skills, along with proper grammar and telephone etiquette required
• Ability to understand simple instructions, short correspondence, and memos required
• Ability to carry out written, oral or diagram-based instructions required
• Experience in composing simple correspondence
• Excellent customer service skills with high attention to detail and accuracy
• Well organized, independent, and able to prioritize tasks
• Ability to work in a fast-paced environment and adapt positively to changes
• Reliable, responsible, and capable of maintaining confidentiality
• Handles situations involving multiple concrete variables in standardized situations
• Regular and predictable attendance is essential
• Understands Sensitive Personal Information (SPI) and sensitive consumer information (i.e., Protected Health Information (PHI)) while maintaining the confidentiality of this information

Education and Experience:

High School Diploma or equivalent (i.e., GED) required. Completion of post high school courses is preferred. 

Work Environment:

Employee works in an office environment and sits at a desk during regularly scheduled work hours. Employees receive and send emails internally and occasionally make telephone calls using a standard telephone; types on a standard keyboard; read and comprehend information from a computer terminal and/or written resources. Employee may occasionally be required to stand or walk short distances along with bend or twist to access lower and higher desk drawers.

Performance Expectations:

• Accuracy of Transactions including correct recording of payments, issuing accurate receipts, and updating debtor accounts without errors
• Physical Cash Handling Accuracy including proper counting, recording, and secure storage which needs to be completed daily 
• Documentation Accuracy – Assess the accuracy and completeness of documentation related to financial transactions, ensuring that records are maintained correctly for auditing purposes. This step is completed with every deposit made by the end of day.
• Internal Interaction Quality – professionalism, communication, and the ability to address customer concerns
• Compliance Adherence – consistently adheres to financial regulations, company policies, and industry standards ensuring legal and other compliance requirements are followed and does not have Protected Health Information (PHI) breaches

Disclaimer: This job description provides a summary of essential job functions and required skills, and it may be modified at any time depending on the needs of the organization. Management reserves the right to assign or reassign duties and responsibilities to this job at any time.  Reasonable accommodation may be made to enable individuals with disabilities to perform the essential job functions. It is the employee’s responsibility to request reasonable accommodation from the employer. The existence of this job description does not guarantee employment. It is understood that employment is “at will.”