Administrative Assistant Senior

Why Arbella?
At Arbella, we’re focused on people. We work hard to attract and retain the best. That means providing a great work environment, encouraging work/life balance, offering flexible work arrangements, competitive salaries and exceptional benefits packages. We invest in our employees and encourage them to grow so that we, too, can grow as a company.
Other perks include:
• On-site gym and fitness classes and one-on-one personal training
• On-site nurse, nutritional counseling, and mental health resources
• Full-service cafeterias
• Free shuttle service to Quincy Adams T Station
• Tuition assistance programs
• Opportunities to get involved: Arbella Activities Committee, Diversity and
Inclusion Council, and more
• A company committed to community: volunteer opportunities, employee-
led community efforts, and the Arbella Insurance Foundation
• Robust training, mentorship, and professional/personal development
programs
• Colleagues who genuinely care about each other
Arbella is committed to building a workplace that’s diverse, inclusive, and equitable for everyone. We’ve created a culture that supports a diverse workplace where all are valued for their talents and are empowered to reach their full potential.
It’s no wonder our employees have voted Arbella one of the Boston Business Journal’s “Best Places to Work” every year since 2009.
With limited direction, the Administrative Assistant for Claim will provide support in several areas including traditional administrative tasks, event planning and coordination, regulatory and compliance matters, and will serve as the primary system profile administrator (Librarian) for the claim systems.
The ideal candidate has previous experience managing calendars at an executive level, coordinating large meetings, and is detail oriented when it comes to executing and tracking tasks assigned to them: escalating issues appropriately. There may also be a variety of small projects that this individual will be asked to take on with some direction.

Key Responsibilities :

• Provide clerical and administrative support to top management personnel at the executive level

• Independently coordinate and handle various projects.  Initiate actions necessary to bring to satisfactory completion

• Assist Executive by relieving complex details and advance administrative duties

• Create and distribute appropriate information as necessary to others in the organization

• Process and track departmental records such as purchase requisitions, employee profiles, and employment requisitions – maintain department org charts

• May be asked to create standard spreadsheets, powerpoint and word documents to plan and lay out reports and presentations.

• Maintain department files in accordance with the Company Record Retention Policy.

• Process IT requests and maintain security/permissions for Claim Department shared drives and folders. Network Coordinator – This person would have access to all Claim Drives and Folders – potential to view confidential material.

• Maintain Claim system(s) user roles and permissions, including authorities, reporting relationships and assignment profiles, working in collaboration with IT System Administration for submitted and approved access adjustments and updates.  Complete and retain all appropriate audit controls, including post system update confirmations.

• Provide back-up support for 1099 and vendor maintenance, where necessary to ensure vendor records are input timely and accurately, avoiding delays in payment of inaccurate issuance.

• Complete Medicare Librarian activities, as requested, including updates to system records for Medicare reporting errors and inputting of “Stop Queries” as requested and confirmed. 

• Home Office Claim Mail Distribution

• Management and ordering office supplies for Home Office Claim

• Process invoice payments and supply orders using Workday.

• Maintain and monitor regulatory and non-regulatory complaint logs (DOI).

• Research and re-route communications from Corporate Communications and Office of General Counsel related to complaints and inquiries.

• Collaborate with Legal/Compliance on bankruptcy and levy cases.

• Serve as back-up for processing Division Complaints

• Administer the Anniversary Award Program for the Claims Department.

• Submit and manage building service requests.

• Sympathy, retirement and other celebratory gift ordering.

Key Requirements :

• Bachelor's Degree preferred with some office/business experience.

• Microsoft Office

• Must be detailed oriented with effective time management skills

• Excellent customer service, communication and collaboration skills

• Some exposure to claim systems would be a plus: Phoenix, PLIS, Cogen, Sail, At Fault Claims, e-SUITE, Keymaster, UMS, Assist System, SAM and Arbella.com

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