Position Summary
An Office Services Representative 1 is the entry level position within this job family. They work onsite 100% of the time as their job functions cannot be performed from home. They immediately begin cross training throughout all of the Office Services areas, learning how to perform all of the various processing functions within incoming and outgoing mail, scanning, uploading, indexing, archiving/records retention, return mail/address changes, printing, binding and inserting. They work closely with various coworkers to learn how to review/identify/sort/prepare various incoming and outgoing workflow functions. They are taught what work to prioritize throughout their day as well as how to track/log their daily production including how to perform quality control checks within all areas. They take direction from all of their trainers depending on which area they are working at throughout their day. They must be flexible and willing to move to different work stations throughout the day, adjusting to the ever shifting needs of the department, which fluctuate depending on incoming and outgoing volumes as well as with the employee time off calendar.
Job Standards
(Briefly describe 3 to 6 essential job duties, associated performance standards and the approximate percentage of time performing each. Each essential job duty should be weighted at least 10 % and no greater than 40 %, totaling 100 %.)
Essential Job DutiesWeightEssential Job Duty #1: Processes various incoming workflow functions – Mail, RightFax, Accounting & Policy Documents40 %
- Opens, sorts and prepares incoming forms for scanning and/or delivery via scanner, copier, fax or mail delivery.
- Identifies document types by form family and form name, looking for correct policy number and/or name.
- Uploads/indexes documents to workflow queues, ensuring accuracy, clarity and quality of image and identity.
- Operates and troubleshoots various machines/hardware and computer software to perform job junctions.
- Stages/archives scanned output according to form type, locking up checks in safe for delivery to Accounting.
- Logs production output to various reconciliation spreadsheets as needed for control purposes.
- Corrects any mistakes in form-type, typos or policy number brought to our attention, learning from mistakes.
Essential Job Duty #2: Processes various outgoing workflow functions – Mail, Express Services, Print, Policy Binding 30 %
- Collects, prepares and processes outgoing mail for shipment via USPS, UPS or Presort.
- Collects, logs, binds and fulfills outgoing New Business policies, paying close attention to delivery method.
- Prints various policy owner documents, ensuring quality print output and correct print stock is used.
- Operates and troubleshoots various machines/hardware and computer software to perform job functions.
- Logs production output to various reconciliation spreadsheets as needed for control purposes.
Essential Job Duty #3:Records Retention Services10 %
- Collect, prepares and logs items for archival purposes, ensuring accuracy for future retrieval if necessary.
- Retrieves documents upon request from various sources. Investigating as necessary until request is found.
Essential Job Duty #4: Return Mail and Address Change Requests10 %
- Processes change of address requests from workflow queue. Ensuring accuracy and timeliness.
- Processes return mail. Opening, sorting, investigating and logging return mail for processing.
Essential Job Duty #5: Begins crosstraining on Office Services Representative Level 2 job functions 10 %
- Begins to learn and job shadow with coworkers in higher level functions within Print Operations, Imaging and Fulfillment Services, Shipping and Receiving, WorkDay Financials as well as calling Policy Owners and Agents for address update information.
Essential Job Duty #6: Enter %
*
100 %
Does this position formally supervise employees? No
If yes, then this position has the authority (delegated) to hire, terminate, discipline, promote or effectively recommend such to manager.
Job-Specific Competencies
(Job-specific competencies should be based on the minimum requirements that are job-related and consistent with business necessity.)
Required: High School
Preferred: Prior experience with scanning/indexing/inserting/mailroom equipment and data entry skills.
Required: NA
Preferred: NA
(Refer to Example KSAs document for examples)
- Ability to enter data accurately and in a timely matter.
- Ability to learn quickly and adapt to change.
- Ability to display interpersonal skills, build contructive and effective relationships, using diplomacy and tact.
- Proficiency with computer as well as Microsoft Office knowledge
- Professional oral and written communication skills as demonstrated by the use of correct grammar spelling and sentence structure.
Corporate Values and Competencies
Pan-American Life Insurance Group has identified a set of core values and competencies that are vital to our business achieving a winning culture and competitive advantage while delivering a unique value to our customers. These values and competencies are part of the Performance Management Program. Refer to the Performance Management link on PALnet for definitions of each of these values and competencies.
PALIG Values
(Apply to all employees)PALIG Competencies
(Apply to all employees)Leadership Competencies
(Apply to Officers & People Managers) AccountabilityCommunicationFlexibility TeamworkService CultureDecision Quality IntegrityInitiativeCourage & Resilence TransparencySelf-DevelopmentManagement & Leadership AuthenticityValues DifferencesStrategic Mindset
Physical DemandsPhysical DemandsCheck only oneSedentary work that primarily involves sitting/standing?Light work that includes moving objects up to 20 pounds?Medium work that includes moving objects up to 50 pounds?Heavy work that includes moving objects up to 100 pounds or more?Physical ActivitiesFrequency
(Never, Occasionally, or Constantly)Remaining in a stationary position, often standing or sitting for prolonged periodsConstantlyMoving about to accomplish tasks or moving from one worksite to anotherConstantlyCommunicating with others to exchange informationConstantlyRepeating motions that may include the wrists, hands and/or fingersConstantlyOperating machinery and/or power toolsConstantlyMoving self in different positions to accomplish tasks in various environments including tight and confined spacesOccasionally
Job Types: Full-time, Contract, Temp-to-hire
Pay: $16.00 - $18.00 per hour
Expected hours: 40 per week
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Schedule:
- 8 hour shift
- Day shift
- Monday to Friday
- Morning shift
- No nights
- No weekends
Experience:
- Customer service: 1 year (Preferred)
Ability to Commute:
Ability to Relocate:
- Oak Brook, IL: Relocate before starting work (Required)
Work Location: In person