Front Desk Receptionist

Job Title: Mail Clerk & Receptionist Supervisory Responsibility: None

Date: February 2025 Reports To: Operations Lead

Classification: Non-Exempt Work Environment: Business Office

Status: Full time (M-F) Travel: None Required

Job Summary:

The primary responsibility of the Receptionist for Consolidated Admin Services is to represent Consolidated Admin Services in communications and interactions with clients and participants, in-person, over the phone, and in writing. The Receptionist supports Consolidated Admin Services with various account customer service activities, administrative functions, and special projects. The Receptionist is an integral part of Consolidated Admin Services providing superior service to our clients and participants.

Duties/Responsibilities:

To perform this job successfully, the individual must be able to perform each essential function of the job satisfactorily. This includes but is not limited to the following:

Sorts and delivers incoming mail by department and employee to ensure timely distribution

Picks up mail and takes mail to the Post Office at designated times during the day.

Operates mail machines including the postage meter, photocopying machine, and mail folding and inserting machine.

Processes and weighs outgoing mail.

Greets visitors and assists with their needs

Prepare and Print COBRA letters for the day

Assist in preparing COBRA letters for postage and mailing

Sorts mail and disburses to appropriate departments

Accepts and distributes participant paperwork (i.e., claims, COBRA)

Accepts and distributes COBRA payments dropped off in office

Serves as a back-up for processing all returned mail

Serves as a back-up for processing Qualified Event emails

Serves as a back-up for processing initial notices and qualified beneficiaries in COBRA

Scans and saves documentation for various departments

Transfers and organizes electronic files into applicable folders

Audits new hires and terms processed for the week

Assists with paper enrollments during open enrollment

Checks common areas for restocking and trash disposal as needed

Assists other teammates and teams as needed

Other duties as assigned, including special projects

Minimum Requirements:

High School Diploma or equivalent, Bachelors degree preferred

Two years of accounting-related experience required; Customer Service experience preferred

Proficient experience with spreadsheets and/or bookkeeping software, data entry, word processing, e-mail management, and file management

Excellent communication skills

Excellent attention to detail skills

Presents a professional image

Ability to build rapport and collaborate with others

Knowledge, Skills and Abilities:

To perform this job successfully, the individual must demonstrate the knowledge, skills and abilities required to perform the job. This includes but is not limited to the following:

Proficient experience with spreadsheets and/or bookkeeping software, data entry, word processing, e-mail management, and file management

Excellent interpersonal skills, ability to relate to a wide range of people, collaborates well with others

Excellent communication skills to include:

o actively pays attention to, and participates in, communication with others

o adapts communication style to audience

o friendly

o confident

o gives and receives feedback

o volume and clarity

o empathetic

o respectful

o responsive

Displays initiative, a desire to learn and develop, a willingness to help others

Generates ideas, solves problems as they arise

Excellent attention to detail skills to include:

o organizational skills

o time management skills

o analytical skills

o observational skills

High level of efficiency, accuracy, and responsibility

Handles and protects confidential and sensitive information with utmost importance

Excellent understanding of customer care and services

Prioritizes and manages different tasks at once

Works effectively to meet deadlines

Thrives in pressured or stressful situations

Committed and flexible attitude, adaptable

Mathematical and deductive reasoning

Critical thinking

Sense of rigor, able to deal with something in a comprehensive, thorough, and complete way

Presents a professional image

Must be flexible with work schedule to support cyclical work demand

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities and activities may change, or new ones may be assigned at any time with or without notice.