What are the responsibilities and job description for the Document Services Support Assistant position at Westfield Insurance?
The Document Services Support Assistant, working under direct supervision, is responsible for assisting with handling day-to-day operations by ensuring the delivery of efficient Mail Services. The roles key areas of focus include preparing and shipping outgoing mail and packages, including inserter and postage meter operations, receiving incoming shipments and packages, completing delivery to meet customer needs, processing fulfillment orders and completing high priority delivery processes. The role also assists with organizing inventory management and maintaining files per company retention guidelines.
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- 0-2 years of experience in Mail Room Operations or Administrative Support, or a related field.
- High School Diploma or General Education Diploma (GED) and/or commensurate experience.
Behavioral Competencies:
- Collaborates
- Communicates Effectively
- Customer Focus
- Decision Quality
- Nimble Learning
- Assists with handling day-to-day operations by ensuring the delivery of efficient Mail Services.
- Prepares and ships outgoing mails and packages, including inserter and postage meter operations, receives incoming shipments and packages, completes delivery to meet customer needs, processes fulfillment orders and completes high priority delivery processes.
- Assists with organizing inventory management and maintaining files per company retention guidelines.
- Maintains inventory within the receiving department through organizing, restocking, and keeping space clear of obstacles to ensure efficiency in shipping and delivery.
- Preps and images paper documents and processes incoming mail in a variety of formats.
- Cleans and maintains shared scanning and mail center equipment and operates mail center equipment effectively and efficiently.
- Ensures accurate document count, data entry address validation, accurate assignment of agency mail, weight, and shipping services for all outgoing agency mail within the shipping software solution.
- Sorts, stores, and retrieves electronic and hard copy documents on behalf of clients and industry professionals and analyzes customer's requests to determine needed information and assists in furnishing or locating that information.
- Files documents in physical and digital records and performs case to case evaluation of individual documents for availability.
- Plans logistics for large shipments to ensure that there is sufficient storage space for incoming items and staff on hand to manage the shipments.
- Supports shipment and package receival, internal and external registering, and distribution of items throughout the company on and offsite.
