Job Description

The Head Clerk for the Workers’ Compensation Service provides critical administrative and technical support to ensure the accurate processing of claims, records, and vendor inquiries. The role manages high-volume paper and electronic files, coordinates incoming and outgoing mail, routes calls and correspondence, and supports staff across the Workers’ Compensation team. The Clerk maintains office supplies, assists in scheduling conference room spaces, and manages the Workers’ Compensation bill inquiry website by responding to vendor inquiries and providing status updates. This position requires strong organizational skills, attention to detail, proficiency in document and data systems, and the ability to maintain confidentiality in a fast-paced, high-volume environment.

Responsibilities

• Answer the main Workers’ Compensation phone line with the responsibility to transfer calls, take and distribute phone messages as appropriate.
• Retrieves and prepares and mails incoming and outgoing mail; opens/date stamps, scans, and sorts/labels mail and distributes it to Workers’ Compensation physically and/or electronically as directed by Workers’ Compensation Agent, Attorneys, Claims Manager, and Nurse Case Manager.
• Alphabetizes invoices/bills.
• Scans, renames, and links records into the case-management system and the bill-management system.
• Routes, prints, scans, names, and links incoming and outgoing faxed and emailed records.
• Keeps accurate records of incoming mail as requested by Workers’ Compensation Agent.
• Assists staff as needed with shredding confidential records, recycling efforts, and dropping off/picking up documents from various departments.
• Assists with projects involving copying, faxing, and shredding of documents and files, large mailings, etc.
• Ability to use claims, vendor payment, and billing inquiry systems to analyze billing information, determine appropriate responses, and resolve inquiries from medical billing providers using independent judgment and established guidelines.
• Operates standard office machines and equipment.
• Maintain supply inventory/ordering for the Workers’ Compensation division.
• Ability to use Microsoft Office programs, Google Suite, etc.
• Schedule meetings and conference room space for the team.
• Perform related work as required.

Minimum Entrance Qualifications

• High School Diploma or equivalent required. An Associate's degree in business or a related field may substitute for one (1) year of required experience. A bachelor's degree may substitute for two (2) years.
• Three (3) years of full-time, or equivalent part-time, experience in office or business administration.
• Knowledge of standard office practices and procedures.
• Advanced organizational skills when performing administrative activities such as booking meeting rooms, receiving and sending mail, and responding to billing inquiries.
• Ability to meet deadlines, answer questions received from the general public, employees, etc., in a business-like manner, and follow oral and written directions.
• Ability to exercise sound judgment and focus on details as required by the job.
• Strong computer and IT skills, including but not limited to understanding of different file types, data storage, file-naming conventions, and web-based vs. non-web-based servers and software.
• Ability and willingness to learn new IT skills and protocols, including use of the claims software, vendor payment software, and bill inquiry site.
• Working knowledge of Microsoft Office and Google Suite preferred.

BOSTON RESIDENCY REQUIRED

Terms:

Union/Salary Plan/Grade: SEIU/RL-12

Hours per week: 35