Multi-Function Support Specialist

Looking to start a new career with growth opportunity? We are seeking a motivated individual to fill a position in which you could learn multiple areas of our business positioning you well for growth and career development!

Hours of Work: Full-time (40 hrs./wk.) Hourly: Monday-Friday 8-5pm (CST)

Position Summary:

The Multi-Function Support Specialist will work on-site from our Marshfield, WI office and perform a variety of support services duties. The Multi-Function Support Specialist position exists in the organization to facilitate smooth operations and enhance productivity. They play a crucial role in supporting the workflow of internal departments, enhancing client relationships and fostering effective communication within the organization. By handling various administrative tasks, client services tasks, and finance tasks they enable executives, managers, and clients.

The Multi-Function Support Specialist performs a wide range of office support, plays a crucial role in nurturing and strengthening relationships with clients. Ensures the clients receive excellent customer service (communicating with clients by phone and email daily). This individual will learn through on-the-job training, experience, and management guidance.

Benefits:

• Paid Medical insurance includes personalized assistance to select from any qualified options in the marketplace. This enables you to select a plan which is most likely to enable you keeping coverage for things most important to you (i.e., Dr., clinic, meds).
• Additional options for Dental/Vision, paid short-term disability and life insurance benefits.
• Generous PTO (3 weeks per year) plus holiday pay and make-up time benefits begin within month three of employment
• 401K
• Company shares profits through an annual discretionary bonus which employees can have in full or deposit (some or all) into their 401k.

Essential Duties and Responsibilities:

• Assists and accepts payments from walk-in consumers and applies to account
• Performs duties within the mail room such as opening and routing of inbound mail
• Completes inventory of office supplies
• Daily phone and email communication with clients to discuss inventory, account flow and business procedures
• Work with clients and internal department to correct process errors and inefficiencies
• Utilize tools such as internal and external client systems to complete work - obtain charges, dates of service, responsible party information; make updates to internal accounts
• Maintains personal vehicle to use for driving to local post office, bank (makes deposits) and client locations (compensated according to company policy)
• Actively builds and maintains relationships with internal and external clients
• Cross train on all duties within client services, administrative support, and finance 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

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
• Client Satisfaction: Ensure satisfaction both internally (among account managers) and externally (with clients)
• Timely Communication: Responds to clients’ emails, phone calls, and other inquiries within 24 hours
• Operational Efficiency: Address all ticket-related tasks promptly while completing reports within the same 24-hour timeframe

Job Requirements

Required Knowledge, Skills, and Abilities:

Previous customer service work experience in an office setting is highly preferred

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

Willingness and ability to learn company-specific computer databases along with various vendor and client databases

Clear verbal and written communication skills, along with proper grammar and telephone etiquette

Ability to understand simple instructions, short correspondence, and memos

Apply common sense to carry out written, oral or diagram-based instructions

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

Handle 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.

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. The existence of this job description does not guarantee employment. It is understood that employment is “at will.”