Office Support Associate - Hybrid

University of Illinois Urbana-Champaign•Urbana, IL

1d•Hybrid

About The Position

Under general supervision, perform a variety of office support duties that facilitate operations and services administered by the Office of Workers' Compensation and Claims Management. This includes assisting the Senior Associate Director of Claims Management to ensure daily operational needs are met, which requires general knowledge of Claims Management office procedures and practices. Work is performed in an office setting and is sedentary for the most part. No unusual physical exertion is required.

Requirements

High school diploma or equivalent.
Eighteen (18) months of college coursework in any curriculum OR eighteen (18) months of work experience performing office/clerical activities, including the use of computer systems.
Ability to apply knowledge about office procedures to effectively provide support and assistance in meeting daily operational needs.
Knowledge of University guidelines set forth in the Business and Financial Policies and Procedures Manual; The General Rules Concerning University Organization and Procedure; University of Illinois Statutes; Campus Administrative Manual; and Handbook for Good Ethical Practice for faculty and Staff at the University of Illinois.
Knowledge of Banner and other database programs/applications to perform data entry that is accurate and completed in a timely manner.
Advanced computer skills using Microsoft programs/applications including Word, Excel, Access, Outlook, PowerPoint, and Internet Explorer.
Excellent keyboarding, grammar, and proofreading skills, with strong emphasis on accuracy and business writing techniques.
Proficiency with office equipment, including photocopiers, printers, digital scanners, facsimile machines, multi-line phone systems, and calculators.
Excellent verbal and written communication skills.
Strong interpersonal skills that reflect courtesy, tactfulness, and respect toward others.
Organizational skills to set up and maintain electronic and paper filing systems.
Ability to work independently in alignment with general guidelines provided by the Director, and to exercise good judgment and discretion in handling confidential and sensitive information.
Interest in learning about new office methods and computer trends/enhancements.
Ability to multi-task and prioritize work accordingly to meet deadlines and appropriately respond to matters of urgency while staying on task with daily assignments.

Responsibilities

Serve as receptionist for Claims Management, handling/screening phone calls, e-mail, voicemails, faxes, and in-person inquiries.
Assess needs, independently prepare responses, or direct inquiries/correspondence to the appropriate office/person for action.
Compose/finalize letters, reports, billing, and other business documents.
Maintain the Claims Department's electronic calendar, including preparing weekly agendas, scheduling/prioritizing appointments, making schedule changes for urgent matters, gathering appropriate materials for meetings, and providing project status reports.
Maintain incoming/outgoing record of subpoenas received in the Claims office, distribute subpoena letters, and relay information related to deadlines.
Copy records related to subpoenas for university legal counsel.
Monitor and print medical bills from UIC Health Services daily, ensuring proper medical information is attached and billing charges are verified against the fee schedule.
Distribute paperwork to designated persons for approval of medical payments.
Secure any missing information from UIC Health Services.
Pay medical and legal bills approved by adjusters.
Return bills to vendors with a letter of explanation for non-payment.
Scan all medical bills (except single office visits) to vendors for re-pricing to adopt Illinois Workers' Compensation Commission fee codes, ensuring copies are date-stamped and tracked.
Screen all recorded bills returned to the Claims office, date stamp and match them to originals, then submit for approval of payment.
Monitor the electronic mailbox for Medical Billing and Medical Reports daily, print copies of confidential information/reports, and distribute to designated staff.
Obtain missing information as requested and answer vendors' questions regarding payment issues.
Monitor the Workers' Compensation electronic mailbox for reports of injuries and illnesses by employees daily, print copies of confidential information/reports, and distribute to designated staff.
Obtain medical information as requested and answer employees' routine questions regarding claim information.
Pick up payroll/child support checks and compensation settlements every other week from payroll.
Distribute checks and settlements to designated staff members for review and mail as directed.
Maintain office supply inventory.
Schedule repair work and/or routine maintenance of office equipment.
Process purchases via iBuy and prepare inventory control reports for review.
Perform other assigned duties appropriate for an Office Support Associate classification.