Administrative Professional

This position is responsible for processing a wide variety of on-going administrative tasks and business support services for the NGL West facilities. These duties include, but are not limited to; processing incoming/outgoing and interoffice mail, scanning and indexing documents, initiating and completing specified workflow processes and print requests. Facility, office and kitchen supply support services including procurement, records retention and disposal, plus other duties as assigned. It is important that all of these items be performed in a timely fashion with a high level of accuracy, while also maintaining high standards of professionalism, ethics and confidentiality.

Accurately process all incoming mail, UPS, and vendor deliveries as prioritized. Route incoming mail to the appropriate departments various workflow documents.

• Open, sort, prepare and distribute various incoming mail, correspondences and payments by following our stated procedures
• Accurately scan & index documents from all departments into our OnBase systems
• Review and verify scanned documents to assure quality
• Deliver mail and documents via electronic workflow
  
  

Accurately process all interoffice and outgoing mail, UPS, FEDEX and shipping services as prioritized.

• Process & track outgoing UPS, FedEx, and USPS mail, including certified
• Pickup and deliver mail throughout the building for processing
• Process outgoing correspondences, statements and disbursements
• Fold and insert low volume outgoing mail into the appropriate company envelopes
• Assure all outgoing mail is ready to be picked up by our outgoing mail vendors
  
  

Accurately process all back-end tasks

Research documents with missing information using our OnBase and LifePro systems

• Research returned mail and take steps needed to determine correct address. Coordinate any additional follow-up needed and update our systems records
• Scan, Index and distribute faxes received on corporate fax lines
• Monitor, document and distribute voice mail requests
• Back-end scanning of documents into OnBase files from various business units
• Assist others in completing copy and print requests for all departments
• Assist with various large batch mailings when requested
• Compute various daily, weekly and monthly reports for supervisors
• Monitor inventory for various print materials, office and kitchen supplies
• Comply with company records retention and carryout records destruction
  
  

Maintain high standards of professionalism, ethics & confidentiality

• Maintain acceptable attendance
• Maintain a strong focus on teamwork
• Follow and support company guidelines and policies
• Ensure customer privacy in and around your workspace and in all communications with policy holders, agents, partners, and co-workers.
• Ability and willingness to work with others in a team environment
• Participate in group decision making, listening, and responding constructively to others
• Manage and adjust personal time off, breaks, and lunches to ensure sufficient coverage

Required Knowledge, Skills and Abilities:

1. High level of accuracy and attention to detail
2. Intermediate to advance typing and general clerical skills
3. Intermediate to advance verbal and written communication skills
4. Intermediate to advance PC and machine knowledge in an office/mail routing department
5. Able to switch tasks as needed in order to complete new incoming tasks under tight deadlines
6. Able to present a positive and professional image
7. Able to handle multiple tasks and remain organized
8. Typing skills of 40 wpm
9. 10key skills

Education and Training:

1. High school diploma or equivalent
2. LOMA Level 1 Certificate goal preferred

Experience:

1. 1-3 years of office experience preferred
2. Prior mail processing and imaging experience in a business setting preferred

Physical Requirements:

1. Ability to assemble booklets, prepare materials for mailing and handle/carry multiple documents.
2. Ability to use computer programs, search for information and apply information to paper materials being assembled.
3. Ability to lift and carry prepared documents. Must be able to lift 30 lbs. and independently move materials from one work area to another.