Current job title: Senior
Administrative Assistant
Industry: Health Insurance Provider
Department: Insurance Claims
Years worked in this industry: more
than 6
Years worked in this department: more
than 6
Special training or attributes needed or helpful to
get job in this industry (or specific department): No, I did
not need additional training to get this job as I had been an
administrative assistant on previous jobs since 1994. I did not need to know the insurance business to perform my
job function. I landed the position because I am able to complete my
duties correctly and on time and because I am good with people. People
feel comfortable around me and I am very supportive and give everyone the
respect they deserve. People can not perform their jobs to the best of
their ability if they do not have the material and emotional support they
need. I try to provide both to over 400 employees in my location.
Number of
managers and/or staff supported: 1 Director, 4 Managers,
9 supervisors, 4 Coaches, 2 Data Analysts and about 385 frontline
employees’.
Typical work hours: M-F 8-4:30 +/-
Weekends or overtime hours: No I do
not. I am allowed to work overtime if there is any but only during the
week. I do get paid for it as I am an hourly employee.
General salary range
(Note: This is a general figure or range provided by survey respondent and may
NOT be an exact salary in order to
give survey respondent some privacy. Also you must take into account that
the number of years worked in industry/department may contribute to this
salary as well as criteria such as level of position and person reports
to, required hours and geographical location.): $29,000
to $38,000
Benefits (direct or indirect): The work schedule flexibility is great. The
time off is typical not
great not bad. The health benefits are awful. Too expensive and I don’t
use them. I use my husband’s insurance. The HSA‘s are not useful to those
of us in the lower income levels and single income homes.
Lingo you might hear in this industry:
1. Claims processing: The process of receiving and confirming a medical
claim for a member from his/her health insurance provider. Then
confirming the Participating or Non-Participating Provider in [our]
network of the services rendered; then confirming the covered benefit
under his/her contracted health plan through their employer and ultimately
the payment of the “bill” claim.
2. Claims Reverse and Reprocess: The process of taking a second look at a
claim, as requested by the Medical provider or the Member (patient), that
has been denied for missing/incorrect/or request to accept qualifying
reasons why the claim should have been paid. The medical provider or
member at this point has provided, corrected or supplied documentation to
the insurance company and wants the denial reversed.
3. Claims Appeals: The process of taking legal steps to dispute a denied
medical claim (service). If after the R & R process has been done and no
change to the original determination is deemed, the member or the provider
with written permission from the member can by law challenge the final
decision in arbitration to try to obtain payment.
A typical day on the job: I have a
routine that I follow on a daily basis. I maintain a handwritten daily
task list in a steno book. Each time I finish a task I check it as
complete. I have kept every single steno book from the first day I worked
with this company. I find that hand writing and taking the time to sit and
think with the pen in my hand allows me to remember what I need to do on
any given day.
I respond
as needed to requests for ad hoc reports and spreadsheets from the
director on down. I respond to requests from people on the floor for
supplies and help with computer software programs, i.e. PowerPoint
presentations and Excel spreadsheets. I attend meetings and take the
minutes of which I transcribe in to formal minutes for distribution. I
update issues trackers in network online folders for large groups of
committee’s to keep everyone informed of the status of any issue or
program in progress. I set up meetings and forums and all the equipment
they may need.
I maintain large amounts of data in Excel spreadsheets. I
am in charge of morale and non-monetary social functions for the
employee’s. (We have no human resources department only a call in human
capital center for LOA’s, paychecks and other non-social issues.) I handle
contacting facilities management for general office maintenance. I order
supplies for all departments in this location. I create and maintain
bulletin boards for company and other postings. I coordinate and execute
company functions such as luncheons and holiday celebrations. I assist
other administrative assistant’s as needed.
Positive things about being an administrative
professional in this industry:
1. The first would be I am
basically my own boss. I know the tasks that I must perform and I make
sure that they are completed.
2. The second would be I have the ability to interact with many different
committee’s and make suggestions without being part of the committee and
my comments as a layman are readily appreciated and have become part of
common practice to get “my thoughts” on an issue. This allows me to assist
with committee’s without being tied to any particular one so that I can
perform my other duties properly.
3. The third would be being able to interact with people to try and make
their job a little easier and less stressful. Even if it is just to let
them vent a frustration or supply them with a tool they need to perform
their job better.
Negative things about being an administrative
professional in this industry:
1. The first would be the lack
of respect from upper management. No matter how hard we work to support
them and make them look good, we seldom get recognized for what we do. We
are not included in any employee perks or awards and have no way of
receiving any public accolades.
2. The second would be not being a salaried employee.
3. The third would be working in an open cubicle and expected to maintain
confidentiality?
Type of workspace/office:
cubicle (I am in the middle of the
employee group on my floor and have to talk on the phone and work on
confidential documents within hearing radius and visual access of
everyone. Also I had company credit cards and petty cash in my desk which
has been broken in to and which I can no longer have at my desk. I have to
make other arrangements to “store the valuables” which is quite
inconvenient.)
Primary responsibilities as an administrative
professional in this position:
1. Creating and maintaining
data in any form.
2. Supplying meeting support and creating accurate and thorough minutes of
those meetings.
3. Supporting the people on the floor with whatever they need.
4. Supporting the management, company wide, with the reports and
information they need.
5. By making sure that I maintain a positive company face at all times by
boosting morale and being empathetic and sympathetic.
Top thing(s) incumbent admin would require of job
applicants seeking to be her/his position replacement:
1.
They would need to have excellent working knowledge of all software
programs, i.e. MS Word, MS Excel, Access and Outlook.
2. They would have to have an easy going friendly demeanor.
3. They would need to make sure that they can multitask and will go the
extra mile to support what the job demands.
Office machines or equipment operated regularly:
I use desktop computer, Laser jet Color Printer, Black and White
printer, copy machines, laminating machine and poster machine and
the telephone.
Technology (hard) skills used regularly:
I use MS Word, MS Excel, Outlook, Web supply ordering system and the
telephone.
Critical soft skills:
1. I need to be
pleasant and able to multitask at all times. Working with and for so many
different types of people it is essential that I be easy going, patient
and sympathetic to EVERYONES needs.
2. I need to be accurate, articulate and brief with any and all
communications because of the wide distribution my words are read by. They
can be critical in the data that is used and in the tone they are received
in as that can affect the outcome of a project.
3. I need to have a sympathetic ear and broad shoulder to be able to
listen and make people comfortable and feel that I care about their
problems, both professionally and personally. Though companies prefer that
personal issues be left at the front door in the morning, reality is a
much different place. They know that I can be trusted to be neutral and
not be judgmental or give incorrect or unwanted advice. I need to know
where the line is when listening to the conversations or observing events
to be able to act or not act on the information being given or seen by me.
Pace of this position: Mostly slow.
Geographical region: Northeast U.S.
Karen Porter, The Administrative Professional Job Performance and Career Success Coach™