Responsibilities

• Provide administrative support to the Assistant Director and Senior Manager of the Employer Service Unit, coordinate projects & timelines, prepare statistics and data requests
• Facilitate coordination of requests from Internal Audit, prepare Standard Operating Procedures, maintain the ESU file drives and the ESU Dashboard
• Develop and maintain an Employer Services Unit (ESU) dashboard that allows the Assistant Director to review and track current operation processing dates, projects, initiatives and deliverables as well as upcoming due dates; The ESU dashboard must be maintained on a daily and weekly basis to be shared with the Department Chief.
• Primary stakeholder for coordinating and developing standard operating procedures for all ESU functional areas inclusive of current policy validation, standardized checklists for process validation and creation of an overall department manual
• Responsible for coordinating data requests with the department managers, preparing the data element criteria, file layouts, submitting the Data Management System (DMS) request to the Information Technology (IT) reporting team and tracking submissions, updates and the results; Data pulled by ESU is used for various projects, developing action plans and cross-checking results; output requires the highest level of quality, consistency and trend tracking.
• Responsible for the coordination, preparation and tracking of ESU responses to Internal Audit requests for documents, files, review meetings and follow up.
• Review and reorganize ESU drives; work with the section managers to develop standard naming criteria and structure
• Coordinate refund review and refund processing with the ESU Quality Control team, Assistant Director and Chief of Eligibility Operations
• Coordinate the Assistant Director’s schedule, respond to inquiries (email, phone, written). Review and support the ESU departmental e-mailbox and distribution
• Review and reorganize ESU drives; work with the section managers to develop standard naming criteria and structure
• Coordinate refund review and refund processing with the ESU Quality Control team, Assistant Director and Chief of Eligibility Operations
• Coordinate the Assistant Director’s schedule, respond to inquiries (email, phone, written). Review and support the ESU departmental e-mailbox and distribution
• Perform additional duties and projects as assigned by management

Qualifications

• High School Diploma or GED required; college degree preferred
• Minimum two (3) years Administrative Assistant or Administrative Coordinator experience required; experience in Taft Hartley Fund support, health insurance, benefits or eligibility preferred
• Knowledge of ViTech, Employer Portal Functionality and Employer Structure required
• Good computer skills and intermediate skill level in Microsoft Word required
• Eligibility Rules and Enrollment Guidelines for all Funds
• Strong administrative and organizational skills; detail-oriented, and flexible
• Critical thinking capabilities, strong verbal and written communication skills
• Ability to establish and maintain effective working relationships with members, employees, Funds, providers, union, and other agencies; provide a positive service attitude
• Ability to learn quickly, work well under pressure to meet deadlines, multi-task, make sound judgments, and prioritize work assignments
• Must be able to work independently and be a team player