Description:
Under the close supervision of the Team Leader and Department Manager, supports the processing of individual and travel plan applications and contributes to the smooth and effective operation of the department by preparing and distributing information kits; processing incoming and outgoing mail, maintaining department files and records, updating information using an in-house system and providing support to the team through the provision of basic word processing and clerical services
Job Duties
Individual Products Support
- Supports the processing of individual and travel plan applications by:
- updating spreadsheets to record status of applications, reviewing spreadsheets to ensure information is complete and locating missing applications;
- referring specific types of applications, such as medical questionnaires to medical underwriting, for processing and returning documents with missing information to specific team members for correction and completion;
- receiving and sorting documents created by customer service representatives.
- Prepares and distributes information kits for brokers and other individual plan related materials, including materials for trade shows and conventions, on request.
- Updates in-house system with contact information from prospects.
- Updates task lists on Outlook with new addresses for EHC and Dental.
Mail Processing
- Picks up, receives, sorts, prepares and distributes a variety of incoming mail from different sources such as applications, revisions, medical questionnaires, renewals, cancellations, reinstatements, member and broker changes, return mail, and correspondence. Tracks and records mail type to monitor department volume.
- Redirects mail, delivers and retrieves documents and materials to and from other departments.
- Checks to ensure mail outs meet established quality and accuracy standards. Prepares materials for outgoing mail and courier delivery.
Member and Broker Information Maintenance
- Accesses, verifies and keys member information such as address changes, name changes, and beneficiary and power of attorney changes, using in-house system. Updates broker information and return mail with unknown addresses. Keys document retrieval numbers. Cancels applications.
Manual File Maintenance and Administration
- Maintains a variety of department files and records in accordance with department standards and procedures by filing a variety of department materials such as applications, medical questionnaires, correspondence and updates to pension, retiree and broker plans; locates and retrieves filed material on request; boxes archived material for off-site storage; retrieves archived materials; sets up new files.
- Researches missing or invalid application ID numbers using in-house system.