Office Support Associate - Hybrid

University of Illinois System•Urbana, IL

20h•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 about 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.
Any one or combination totaling eighteen (18) months from the categories below: College coursework in any curriculum as measured by the following conversion table or its proportional equivalent: 30 semester hours equals one (1) year (12 months) or Associate's Degree (60 semester hours) equals eighteen months (18 months)
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 Utilities daily operational needs.
Knowledge of University guidelines set forth in the following publications/resources: 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, to compose correspondence, produce reports, and prepare other business documents.
Proficiency with office equipment including photocopiers, printers, digital scanners, facsimile machines, multi-line phone system, and calculators.
Excellent verbal and written communication skills to interact effectively with University and departmental officials/staff and other internal and external persons seeking assistance from Utilities.
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 correspondence/documents that contain confidential and sensitive information.
Interest in learning about new office methods and computer trends/enhancements to increase knowledge and improve skills.
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 a response, or direct inquiry/correspondence to the appropriate office/person for action.
Perform a variety of duties in support of the Claims Department to meet daily operational needs, including composing/finalizing letters, reports, billing, and other business documents; maintaining the Claims Department's electronic calendar (e.g., preparing weekly agenda, scheduling/prioritizing appointments, making schedule changes to accommodate urgent matters, gathering appropriate materials in advance of meetings, and providing project status reports to ensure deadlines are met).
Maintain incoming/outgoing record of subpoenas received in Claims office. Responsible for distribution of subpoena letter to appropriate person and relaying of information related to deadlines. Copies records related to subpoenas for university legal counsel.
Monitor and print medical bills from UIC Health Services daily. Ensure proper medical information is attached and verify billing charges to fee schedule. Distribute paperwork to designated person in department 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 (missing info, denied claims, etc.).
Scan all medical bills (except single office visits) to vendor for re-pricing to adopt the Illinois Workers' Compensation Commission fee codes. All copies must be date-stamped and tracked for confirmation of receipt. Screen all recoded bills returned to the Claims office, date stamp and match recoded bills to the originals then submit to designated staff for approval of payment.
Monitor routinely throughout each day the electronic mailbox for Medical Billing and Medical Reports. Print copies of all confidential and sensitive information/reports and distribute to designated staff. Obtain missing information as requested and answer vendors' questions regarding payment issues.
Monitor routinely throughout each day the Workers' Compensation electronic mailbox for reports of injuries and illnesses by employees. Print copies of all confidential and sensitive information/reports and distribute to designated staff. Obtain medical information as requested and answer employees' routine questions regarding claim information.
Pick up all payroll/child support checks and compensation settlements (that are not directly deposited) from payroll every other week. Distribute to designated staff members for review and mail as directed (certified, return receipt, etc.) to employees, legal counsel, Illinois State Disbursement Unit.
Maintain office supply inventory and schedule repair work and/or routine maintenance of office equipment to ensure Claims operations are conducted with minimal interruption in service, including processing purchases via iBuy and preparing inventory control reports for review by the Director and other Claims staff.
Perform other assigned duties appropriate for an Office Support Associate classification.