Administrative Assistant - PPM

An exciting opportunity exists to join the ProAssurance family of companies! Our mission is powerful and simple: We protect others. Choosing a place to apply your talents is an important decision for anyone. You have plenty of options. Why choose ProAssurance?At ProAssurance, we sell a pledge, and that pledge is delivered by our team members. We are seeking individuals who value integrity, leadership, relationships, and enthusiasm—and want to build their career with a great company where they can be their authentic self and feel valued, recognized, and rewarded for their contributions. ProAssurance specializes in healthcare professional liability, products liability for medical technology and life sciences, legal professional liability, and workers' compensation insurance. We are an industry-leading specialty insurer, with job opportunities in much of the contiguous United States.This position supports the anesthesia-specific segment of our medical professional liability line of business and reports to the Overland Park office location 5 days per week.
Internally, the job title is Office Services Associate, and this position performs administrative support for all departments.

What you'll do:

45% - Underwriting Administrative Support:

• Responds to credentialing requests received from policyholders, hospitals, facilities, and other healthcare networks, including a review of the appropriateness and accuracy of releases.

• Responds to requests for Certificates of Insurance for facilities that have been previously approved and added to policies.

• Enters Insurance Applications, Quotes, and Recertification Statement information into the computer database.

• Orders and obtains Investigative Reports for applicants ensuring information on application matches report information obtained.

• Assembles and mails both paper policy and e-policy documents.

• Prepares documents for batch scanning.

• Issues and mails Certificates of Insurance on a monthly basis for policy renewals.

• Creates DocuSign emails to solicit Proxies for all new policyholders and to obtain applications for new providers.

• Creates Supplier Invoice requests in Workday for Policy Premium Refunds and State Fund invoices, ensuring the Teams Expense Worksheet is maintained.

25% - Claims Administrative Support:

• Attends weekly Claims Meetings to facility the review of new claims and the review of existing claims.

• Monitors work items to ensure events are reviewed in the weekly Claims Meetings (e.g., reserve changes, new claims, etc.).

• Enters all incoming Claim invoices for payment.

• Prepares outgoing correspondence, including printing letters and attachments, and producing envelopes using the PPM Claims LIVE app for information, etc.

• Prepares outgoing correspondence for Medical Records and tracking of returned records, ensuring the Teams Medical Records Worksheet is maintained.

• Assists with CMS reporting and printing COBC letters to be mailed.

• Prepares Claims month-end report and delivers it to the Claims Department via email.

20% - Front Desk/Reception Tasks/Back Office:

• Maintains the front desk in a manner that ensures an effective handoff and appropriate communication to phone coverage relief staff. This includes sharing notes and information regarding any potential incoming mail expected or outgoing mail pickups scheduled at the time of transfer.

• Retrieves messages from general office voicemail at the beginning of each workday and forwards messages to the appropriate personnel.

• Answers incoming telephone calls, determines the nature of the callers’ business, and promptly transfers calls to appropriate personnel.

• Takes and delivers accurate messages when appropriate personnel are not available and when requested.

• Answers questions about organization and provides callers with address, directions, and other information as appropriate.

• Ensures everyone is logged out of the Zoom queue at the end of the day.

• Greets all visitors, including interviewees, to the office, determines the nature of their business, and promptly announces visitors to appropriate personnel.

• Receives deliveries to the office and promptly distributes packages and/or notifies appropriate personnel as required.

• Sorts and distributes incoming mail and processes all outgoing mail. May drop off at USPS. Arrange all UPS pickups.

• Monitors, distributes, and handles e-mails and faxes coming into the Office Services shared mailbox, including promptly forwarding incoming faxes to recipients.

• Performs electronic document management activities for all Departments (document preparation, enters metadata, scanning, imaging quality control, and distribution).

• Maintains mail room in neat and organized manner, including stocking of certified mail and overnight package materials.

• Calculates postage used each month and prepares a check request to replenish the postage meter.

• Orders office supplies, including lounge inventory, printer and copier toner, as requested, and approved, and monitors receipt of same on a weekly basis.

• Prints, sorts, folds, and stuffs envelopes for bulk mailings.

• Serves as primary key operator for photocopier maintenance, including clearing jams, loading paper, initiating service calls, etc. Orders service for maintenance on printers, copiers, and postage equipment with appropriate supervisory approval.

• Monitors maintenance of facility and notifies Management when issues arise. 

5% - Business Development Support:

• Creates mailing lists and other marketing materials.

• Coordinates convention activities as requested.

• Creates postcard/letter mail merges, prints, and mails.

5% - All Other Administrative Support:

• Maintains Producer/Adjuster Licensing Tracking system and follows up with associates when renewals are past due.

• Creates Supplier Invoice Requests in Workday and ensures the Teams Expense Worksheet is maintained.

• Coordinates team member events.

• Special projects on request (including creating Excel worksheets to compare data, sort and mailing, creating fill-in forms, etc.).

• Trains new Office Services Associates, ensuring they are always kept current on procedures and maintains appropriate reference and procedural documentation as requested.

• Maintains Office Services Policy and Procedure documents as needed.

• Performs other activities and responsibilities as assigned by the supervisor.

What we're looking for:

• Associate degree preferred and two years of related experience; or equivalent combination of education and experience.
• Two years’ administrative assistant experience within an insurance company preferred.
• Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other team members of the organization.
• Ability to perform basic math. Ability to perform these operations using units of American money and weight measurement, volume, and distance.
• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
• Ability to deal with problems involving several concrete variables in standardized situations.
• Proficiency in personal computers and the ability to type a minimum of forty words per minute.
• Possess organizational skills to manage and prioritize a multi-task position.
• Possess interpersonal skills necessary to successfully interact with callers, visitors, and Company personnel.

We are committed to providing a dynamic and inclusive environment where everyone can do their best work and grow personally and professionally.

For that reason, we partner with The Predictive Index (PI) – an organization equally committed to improving the working lives of people, to help us hire the best talent by providing additional insight about one’s work style. 

The position you applied to requires completion of two assessments prior to being scheduled to interview with a hiring manager. A Talent Acquisition team member may review your application and contact you before the assessment is complete. These assessments are Behavioral and Cognitive (internal candidates will only receive the Behavioral assessment), and each assessment takes less than 12 minutes to complete.

After submitting your application, you will receive two emails from The Predictive Index inviting you to complete each of these assessments (please check your SPAM or Junk email folder if you do not see these emails in your inbox).

Position Salary Range$19.05 - $31.43The salary range displayed represents the entirety of the pay grade for this position. Most candidates will start in the bottom half of the range. Factors that may be used to determine your actual salary include your specific skills, how many years of experience you have, your location and comparison to other team members already in this role.

Build your career with us and enjoy access to a best-in-class benefits program.