POSITION OPENING ANNOUNCEMENT
Job Description: Documentation Assistant I
Reports to: Documentation Services Supervisor
Position Summary
Are you a fast learner and team player? If you are looking for a team who values a detailed oriented, organized, innovative, forward-thinking employee, we may have the ideal position for you at the United Association National Pension Fund (UANPF). Team spirit is the name of the game, as we make every effort to collaborate while being productive and having fun.
The United Association National Pension Fund (UANPF) is a multi-employer defined benefit pension fund established over 50 years ago. We are responsible for administering retirement benefits nationwide for over 160,000 hardworking members of the United Association National Pension Fund and their families.
The Documentation Assistant I performs general office support to the Fund, its staff and Members. The duties and responsibilities include the following: accurately completing preparation of the Fund’s correspondence for mailings including appropriate enclosures, preparing records and documents for scanning, scanning and appropriately indexing documents using predetermined guidelines, performing quality control measures, filing and record search, retrieval and archival. Support also includes daily receipt and accurate distribution and delivery of all incoming mail from the USPS, overnight mail services, the Fund’s website, facsimiles, bank lockbox, vendors, and intra-office mail. In addition, the Documentation Assistant I is responsible for applying correct postage to the Fund’s outgoing daily mail ensuring compliance with USPS regulations. The Documentation Assistant I also provides telecommunication services answering a multi-line phone system with member services (customer service) support and reception responsibility during the standard business hours. In addition, the Documentation Assistant I provide assistance and backup support to all general office support functions as needed. Due to the necessity and urgency of daily tasks, routine, punctual, and consistent attendance is mandatory. The Documentation Assistant I is responsible for maintaining the confidentiality of all data and information pertaining to the Fund’s operations and is not to disclose any proprietary information without proper authorization.
Core Competencies
- Ability to comprehend and effectively communicate orally and in writing is required.
- Be able to multitask and perform well under pressure to meet the deadlines.
- Ability to operate standard office equipment and appropriately handle minor problems.
- Good work attendance and punctuality.
- Excellent professional behavior and communication.
- Readily adapts to changes in daily task assignments.
- Basic understanding of the Fund’s operation, department and staff position responsibilities.
Responsibilities
- Prints outgoing Fund correspondence daily ensuring accuracy and compliance with Fund Office correspondence standards prior to preparation for mailing.
- Conducts daily and weekly audit of processes and activities to ensure accuracy and completeness.
- Provides voice and receptionist activities including answering, completing, and directing incoming telephone calls in accordance with established guidelines. Receives, greets and monitors visitors and vendors to the Fund.
- Provides assistance processing incoming mail on a regular basis.
- Prepares Fund documents for scanning daily according to pre-determined guidelines.
- Scans documents and performs both image and job quality control to ensure proper job identification, image clarity and completeness.
- Performs indexing to extract data from the database and the correction of data misinterpreted by the application process.
- Performs filing tasks.
- Locates and provides requests for hardcopy/micrographic records using tools and resources available to locate and retrieve.
- Serves as backup to Mail Clerk position.
- Provides assistance and back-up to office support functions as needed.
- Carries out any other tasks and responsibilities as assigned by the Documentation Services Management Team.
- Ensures that all work is conducted in a timely manner and that all provided information, determinations and representations are accurate.
Qualifications
- High School Diploma or equivalent and a minimum two years of previous office experience are required.
- Must have a working knowledge of multi-line telephone systems, computer systems, copy machine, fax and general office equipment.
- Experience in document imaging, records, mail room, customer service and/or call center is desired. Requires excellent organizational skills, including a high degree of proficiency in maintaining records, and attention to detail.
- Must be able to perform assignments in a fast paced team oriented environment.
- Must be able to work independently with minimum supervision.
- Must be able to multitask and perform well under pressure to meet deadlines.
- Must be able to lift up to 50 lbs. occasionally.
SALARY: Level III ($1,181 per week)
HOURS: 8:30 AM to 4:30 PM (37.5-hour work week)
BENEFITS: The United Association National Pension Fund offers a competitive salary and 100% employer-paid benefits that protect you and your family. Employer paid benefits include medical insurance, prescription drug, dental and vision benefits, short and long-term disability benefits, a defined benefit pension plan; plus 401 (k) plan, flexible spending accounts and free parking.
The United Association is an Equal Opportunity Employer.
