Office Assistant / Process Service Specialist

SUMMARY:

The Office Assistant/Process Service Specialist is accountable for providing a positive client experience through daily email correspondence and management of data entry requirements.

Process Service Specialist receives emails from new and existing customers.

This position is responsible for the onboarding of new clients into the various systems.

This position will also engage with specific job requests, and the coordination of job fulfillment across departments.

This position will receive and submit client orders and confirmations, update customer preferences, enter new client/firm details in database, upload order and liaise with other departments as assigned.

ESSENTIAL FUNCTIONS:

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


* Accountable for providing clients with service excellence through hyper-responsive replies to client emails and accurately capturing job details that include, but are not limited to, direct/specific billing details, preferred service and product requirements, additional parties associated with case or job.


* Manage data entry requirements; including entering notices, new attorneys/firms, resources, locations and client preferences.


* Responsible for timely send out of daily job entries.


* Assist with coordinating and scheduling locations for deposition services.


* Monitor resource back log and jobs in progress, update with status notes and provide updates as directed.


* Assist sales team by providing information pertaining to new leads and/or potential client concerns.


* Correct and modify inaccurate information as requested.


* Runs, monitors, and distributes reports pertaining to job execution for clients.


* Ensures billing is accurate and sent to management for approval of specific, outlying jobs.


* Assists with call Que when needed.


* Actively demonstrate company values of SPIRIT.


* May participate in on-call duty after hours and on weekends.


* Safeguards confidentiality of the medical records and complies with all local, state, and federal laws pertaining to medical records.

Assures compliance with all HIPAA regulations concerning use, retrieval, storage and sharing of medical records.


* Other duties as assigned.

COMPETENCIES, SKILLS AND ABILITIES


* Strong attention to details, efficient and highly organized.


* Demonstrate a strong attitude with the ability to adjust to changing priorities


* Able to quickly and accurately type and enter data.


* Ability to work with deadlines and work well under pressure.


* Knowledge of touch-typing system preferred.


* Must have strong written and verbal communication.


* Familiarity with deposition notices a plus.



* Flexible schedule and availability to work occasional overtime as required.


* Excellent Customer Service skills, with an upbeat and positive attitude.


* Take ownership an...