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Position Description

Arkansas Blue Cross and Blue Shield - NON-EXEMPT POSITION DESCRIPTION

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Position:  Division Secretary - 8
Reports To: 
Division:  Advertising & Commun (0012)
Company:  ABCBS
Location:  Label
Job Code:  60101E
Min Salary:   28600
Date:  3/17/2008

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Position Specific Requirements: No position specific requirements.


Job Summary
This position is responsible for assisting the Division Managers and staff with those duties associated with effectively operating the Division. The Advertising/Communications Division Secretary works very closely with the Division Managers functioning as a administrative support in handling telephone inquiries, written/E-mail correspondence, departmental reporting, inquiry research and resolution, acquisition and maintenance of Division equipment and budget tracking

Nature & Scope
The division secretary for Advertising and Communications will report to the Manager of Corporate Publications and Web Communications. The position performs a wide variety of administrative support functions for two managers, five coordinators and five specialists working in the division. In addition, the division secretary will assist with many special events and public relations activities managed by the division.

Minimum Job Requirements

 

1. High school diploma (or equivalent)
2. Secretarial or administrative assistance experience
3. Strong PC skills with the following software required: Microsoft Windows, Microsoft Excel, Word, PowerPoint
4. Above average typing skills.
5. Familiarity with Macintosh computers preferred


Security Requirements
This position is identified as level three (3). This position must ensure the security and confidentiality of records and information to prevent substantial harm, embarrassment, inconvenience, or unfairness to any individual on whom information is maintained. The integrity of information must be maintained as outlined in the company Administrative Manual.

Segregation of Duties
Segregation of duties will be used to ensure that errors or irregularities are prevented or detected on a timely basis by employees in the normal course of business. This position must adhere to the segregation of duties guidelines in the Administrative Manual.

PRINCIPAL ACTIVITIES OR ACCOUNTABILITIES (Essential Functions of Job)
1. Maintain and inventory office supplies utilizing ePro online ordering system. Reconcile ePro when orders are received and handle any returns.
2. Assist Division with incoming inquiries (telephone, mail, etc.). Receive and direct telephone/written inquiries or handle appropriately. Handle incoming and outgoing mail for the division. Place and coordinate service calls.
3. Back up and maintain critical files on diskette for offsite storage. Perform routine, scheduled backup procedures for Division’s Macintosh computer network – order necessary equipment needed for backup and securely store backup tapes.
4. Maintain and organize all filing for managers and other Division personnel.
5. Complete various administrative reporting requirements (employee time, etc.).
6. Order and maintain mailing lists and coordinate distribution of publications, marketing materials and other correspondence.
7. Provide administrative support to Managers and other staff within the Division as needed. Administrative duties will include meeting and travel arrangements, conference call scheduling, preparing PowerPoint and other presentations as needed and maintaining minutes of various division meetings.
8. Assist with and attend special projects/events as needed, including public relations activities, employee events and production projects. Some irregular work hours may be required.


Skills, Knowledge and Abilities
1. Ability to communicate effectively and professionally on all levels.
2. Ability to interact with customers of varying backgrounds and demeanor.
3. Ability to organize workflow for maximum efficiency/time management skills.
4. Ability to effectively analyze a situation and develop a solution.
5. Ability to function in the absence of the Managers and without direct supervision.
6. Ability to compose grammatically correct, professionally written communication.
7. Ability to use professional etiquette.
8. Knowledge of Arkansas Blue Cross and its core functions.
9. Excellent interpersonal skills.
10. Excellent English comprehension skills.
11. Basic Math skills.
12. Legible handwriting.
13. Self-motivated.
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