Administrative Assistant - Bethany Benefit Service

    • Job Tracking ID: 512954-720198
    • Job Location: Chicago, IL
    • Job Level: Any
    • Level of Education: Any
    • Job Type: Full-Time/Regular
    • Date Updated: January 24, 2020
    • Years of Experience: Up to 2 Years
    • Starting Date: ASAP
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Job Description:

Summary

The Administrative Assistant will assist the benefits team in providing administrative support and customer service to constituents. This position will process documentation to ensure operating procedures are maintained; and that data, files and databases management systems are responsive and relevant to constituents’ (employees, clergy, churches and regional conferences) expectation.

Essential Functions

  • Engage in mission area’s electronic, phone, and in-person communication in a professional, congenial, and courteous manner.
  • Maintain paperwork and files organized; update and create additional dossiers and process electronic filing/scanning as deemed necessary.
  • Create, manage, and maintain our data management systems (elements of standing, current addresses, call status, etc.).
  • Utilize various office machines and computer applications to expedite daily operations, procedures, or tasks.
  • Process inquiries from constituency; respond and/or direct to the appropriate person according to need.
  • Prepare and expedite incoming/outgoing correspondence, whether it's bulk or individual in nature.
  • Conduct online research effectively to advance mission area’s efforts, effectively and efficiently.
  • Other duties as assigned by the Director of Risk Management and/or Executive Director of Finance.

Environment Conditions

Able to work well in professional office/customer service setting. Must be versatile and able to work for prolonged segments sitting or standing. Must engage frequently with office tools and equipment, such as: computer, copier, phone, web-conferencing equipment, cell communication, printers, etc. Must be able to occasionally lift or move items, less than 35 lbs.

Experience and Skills:

Education and Experience

Required: A high school degree or equivalent. Two (2) to three (3) years in a support role, including experience in an office environment with heavy customer service emphasis. Computer and Internet proficiency. Type a minimum of 40 words per minute and working familiarity of database management systems.
Highly preferred: Some experience and knowledge in employment benefits and/or human resources office.

Skills

  • Comfortable working in an office and customer-oriented environment.
  • Engage in routine office tasks: answering telephone, processing correspondence, submitting voucher reimbursements, managing database systems, mailing, copying, filing, scanning, etc.
  • Perform basic bookkeeping tasks.
  • Proficient in Microsoft Windows and data management software.
  • Be a team player and ensure caring and quality customer service.
  • Detail oriented, strong organization, prioritization, and time-management skills.
  • Excels in attention to detail with high level of accuracy in the preparation of documents, reports, and correspondence.
  • Solid verbal and written communication skills. Able to communicate effectively and responsively to constituents and their needs.
  • Works well under pressure and is able to accomplish multiple tasks, with conflicting priorities and timelines. Ability to track and report progress on a wide range of tasks, simultaneously.
  • Ability to respond to and deal with a range of ad hoc queries/requests.
  • Accepts criticism and deals calmly and effectively with high stress situations.
  • Ability to operate with discretion and confidentiality at all times.
  • Maintains flexibility in approach and adjusts actions when appropriate.
  • Excellent management and people skills to embrace diversity of schedules, backgrounds, formats, contexts, etc.
  • Uses critical thinking skills, applying logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to address challenges.
  • Self-starter, with the ability to work independently.