Administration Assistant

Typing and Proofreading Documents

• Produces and types a variety of business documents for all entities.
• Create forms (if needed).
• Ensures accuracy of spelling, punctuation and grammar; performs final proof ensures revisions are incorporated as intended.
• Create lists of correspondence for minutes.

Call Efficiency & Effectiveness

• Phone call politeness and professionalism to members, employers, vendors, providers and union representatives and follow up on all open issues. Taking accurate messages, when appropriate.

Monthly Preparation for Folders for Expiring Contracts / Local 528A Spreadsheet

• Preparation of folders.
• Print all reports needed for folders.
• Prepare the proposed 528A spreadsheet for shops that are being reviewed every 6 months.
• Sending out letters with the new rates to shops that are due for an increase.
• Prepare all correspondence that will be mailed to employers.

Preparation of Kits

• Prepare kits for new members or as requested by Employer Svs / Union Representatives.
• Entering correspondence tracking.
• Printing/Copying of all documents needed in the kit area for all entities.

Re-Enrollment

• Mail re-enrollment forms.
• Mail out coordination of benefits letter.
• Follow up with members/union representatives.
• Enter/Update information into the system.
• Prepare and update re-enrollment log.
• Notify employer services department when dependents must be pended/un-pended.

Supplies Maintenance

• Managing office inventory.
• Evaluates vendors based on price, reliability, capability, and previous transaction history.
• Working with vendor to ensure accuracy of orders.
• Sign off on bills received from vendors.
• Fill in the description of supplies in the Amex report.
• Purchase goods and services according to organization policies.

COBRA/Direct Pay Administration

• Administration of COBRA and Direct Payors.
• Timely posting of payments and deposits.
• Timely preparation and sending of notices/bills (if applicable).

Preparation of materials for meetings

• Prepare meeting notices for all locals and distribute (if applicable).
• Make copies, distribute and segregate per Rep for the annual meetings.
• Work with maintenance staff to prepare room prior to meeting (if needed).

Departmental Coverage

• Assists in covering the work of other department staff members in their absence.

Scanning

• Scanning all entity documents.
• Ensures documents are scanned and indexed correctly.

Administrative Task

• Provide administrative support and assistance to the Directors, Union Officials and/or leadership staff.
• Collects requested data and information from various sources including emails, correspondence as requested from management.
• Prepare yearly welfare increase binders.
• Performs additional duties as assigned by management.