Administrative Assistant Job at Blue Cross and Blue Shield of Kansas in Topeka

Overview

Blue Cross and Blue Shield of Kansas is looking to add to our corporate Strategy team and has a new opportunity for an Administrative Assistant. This position will perform a variety of administrative and secretarial tasks aimed at optimizing the time and performance of a director, multiple managers, or employees of a department. Tasks may involve acting as a first point of contact, dealing with correspondence and phone calls, organizing meetings and appointments, preparing documents or reports, and controlling access to the director, manager, or the department. May involve handling confidential information. This position is eligible to work hybrid or onsite in accordance with our Telecommuting Policy. Applicants must reside in Kansas or Missouri or be willing to relocate as a condition of employment.

Responsibilities

• Respond to routine requests using form letters or emails and to more unusual requests by editing templates to create customized responses.
• Produce, update, and provide best practice support on Microsoft documents, databases and other departmental systems to support the work of leadership. Tasks may include maintaining calendars of the Office of the CEO leadership team, organizing travel for meetings and conferences, purchasing materials, entering budgetary information, time and expense reporting, and other duties as assigned.
• Provide departmental support for Office of the CEO, people leader and team meetings, including creating and distributing agendas, recording and sharing meeting minutes, and maintaining project trackers. Develop and maintain excellent process or technical skills by participating in assessment and development planning activities as well as formal and informal training and coaching.
• Plans and prioritizes work to meet commitments aligned with organizational goals. For example, gains a clear understanding of the main tasks needed to complete work in the right sequence.
• Collaborates with the Office of the CEO Executive Assistant to help plan and organize divisional or departmental team events, special events, employee recognition, etc.
• Partners with department leaders to help organize new employee orientation including all activities associated with the new hire checklist.
• Assists with departmental assets and inventory including coordinating equipment moves, completing asset transfer forms, updating asset listings, and managing equipment/supply orders.
• Acts as records retention coordinator for departmental records management, including maintaining and conducting the annual system update of the business continuity plans for each department.
• Tracks payments and invoicing for outside services or vendors, including items such as contracted services, training, and professional memberships or certifications.
• Develop working knowledge of the organization's policies and procedures and of regulatory codes and codes of conduct relevant to own work, adhering to mandatory procedures to ensure own work is undertaken to the required standards.

Qualifications

• Experience in administrative or secretarial support; strong communication skills; ability to manage calendars, meetings, and travel arrangements; proficiency with Microsoft Office and related systems.

Compensation

Compensation: $20.96 - $26.20; Non-exempt Grade 11. Blue Cross and Blue Shield of Kansas offers compensation with a good faith estimate; the range may vary above or below the stated amounts.

What you9ll do

• Uses clear and effective communication skills that convey a clear understanding of the unique needs of different audiences. Keeps others well informed; conveys information clearly, concisely, and professionally when speaking or writing.
• Respond to routine requests using form letters or emails and to more unusual requests by editing templates to create customized responses.
• Produce, update, and provide best practice support on Microsoft documents, databases and other departmental systems to support the work of leadership. Tasks may include maintaining calendars of the Office of the CEO leadership team, organizing travel for meetings and conferences, purchasing materials, entering budgetary information, time and expense reporting, and other duties as assigned.
• Provide departmental support for Office of the CEO, people leader and team meetings, including creating and distributing agendas, recording and sharing meeting minutes, and maintaining project trackers.
• Develop and maintain excellent process or technical skills by participating in assessment and development planning activities as well as formal and informal training and coaching.
• Plan and prioritize work to meet commitments aligned with organizational goals.
• Collaborates with the Office of the CEO Executive Assistant to help plan and organize divisional or departmental team events, special events, employee recognition, etc.
• Partner with department leaders to help organize new employee orientation including all activities associated with the new hire checklist.
• Assist with departmental assets and inventory including coordinating equipment moves, completing asset transfer forms, updating asset listings, and managing equipment/supply orders.
• Acts as records retention coordinator for departmental records management, including maintaining and conducting the annual system update of the business continuity plans for each department.
• Tracks payments and invoicing for outside services or vendors, including items such as contracted services, training, and professional memberships or certifications.
• Develop working knowledge of the organization\'s policies and procedures and of regulatory codes and codes of conduct relevant to own work, adhering to mandatory procedures to ensure own work is undertaken to the required standards.