Administrative Assistant

Cities and Villages Mutual Insurance Company Administrative Assistant Wauwatosa, WI

Why Join The CVMIC Team:

• The ability to make a difference to internal and external customers!
• Great variety in what you do each day
• Flexibility with your schedule
• A supportive team environment
• Outstanding benefits that include: Wisconsin Retirement System (WRS) participation (after 1.1.2027), Company-paid health and life insurance monthly premiums, and tuition reimbursement for continuing education.

Under the direct supervision of the Worker's Compensation Claims Manager, this position is responsible for customer service and performs a wide range of clerical and administrative duties.

Essential Duties & Responsibilities

Worker's Compensation:

• Enters claims into Origami (daily).
• Requests medical records on every claim (daily).
• Sends acknowledgment letters on all claims (daily).
• Pays invoices (weekly).
• Monitors WC/Liability fax and distributes correspondence as appropriate (daily).
• Scans DWD mail to WC manager (time sensitive) (daily if applicable).
• Uploads medical records and/or other claim correspondence to Origami (every other day).
• Answer and assist with provider phone calls and emails.
• Enters new Stress claims.
• Subrogation and restitution checks.

Administration:

• Coordinates with the CEO on scheduling, organizing, and communications on: Board Meetings, Finance Committee Meetings, Internal Staff Meetings & Events, Strategic Planning Meetings, and Summer and Annual Meetings.
• Assists the Finance Department in retrieving signatures from members of the Board of Directors for the Quarterly Jurat Statements.
• Assists with facility maintenance for the 9898 building.
• Assists the CEO with retrieving the Conflict of Interest forms from members of CVMIC's Board of Directors.

IT/Production Services:

• Coordinates with the IT Production Services Manager in managing the Intersection Site.
• Arranges for maintenance of office equipment as needed.
• Assists with the onboarding/offboarding of members.
• Assists with ordering of IT-related equipment.

General:

• Handles routine incoming telephone calls.
• Performs general reception duties; processes incoming and outgoing company mail, FedEx, and UPS shipments; opens and distributes mail; greets outside visitors/vendors.
• Composes and edits correspondence of moderate complexity.
• Partners with all departments to provide administrative support.
• Assists with planning of functions for membership meetings and office staff (summer picnic, Christmas party).
• Assists various managers with scanning and archiving of documents into the Company database as needed.
• Assists various managers with purging of expired documents (i.e. invalidated claims files), deemed as no longer required under State of Wisconsin document retention laws/requirements, as needed.

Loss Control:

• Manage and maintain accurate attendance roster entry within NEOGOV Learn. Act as secondary support for NEOGOV Learn enrollment and registration activities.
• Take ownership of logistics and on-site support for external groups hosted at CVMIC (e.g., WILEAG, MEA-SEW), including food setup, coordination, and cleanup.
• Support and back up the Loss Control Training Assistant as needed during vacations or other absences.

Other Duties and Responsibilities:

• Designs and develops special projects.
• Coordinates and shares duties with other administrative, clerical, and staff positions.
• May attend summer and annual meetings to provide administrative assistance, which will require overnight stays.

Qualifications

• High School Diploma;
• The equivalent of one year of technical or business school training;
• 1 - 3 years of related experience, or equivalent combination of education and experience.

Knowledge, Skills & Abilities

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Knowledge of:

• Office principles and practices;
• A wide variety of office machines and computer software;
• Proficient use of computers and computer software including Microsoft Word, Outlook, Excel, claims software, and other business software.

Ability to:

• Read and write routine correspondence.
• Communicate effectively both orally and in writing with personnel at various levels both within and outside the organization.
• Establish and maintain effective working relationships with other employees and members and to deal with public relations problems courteously and tactfully.
• Work independently, deal with multiple projects, balance work from multiple sources, establish and modify priorities, meet deadlines, and produce professional quality, error-free work product.
• Display strong customer service skills.