Employment Law Blog

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Jan 15, 2020

We’re hiring: Administrative Assistant

Vigilant News 

We are seeking a full-time experienced Administrative Assistant in our Tigard, Oregon headquarters. The Administrative Assistant will be responsible for performing a wide range of administrative duties for multiple departments. This position will primarily provide administrative support to the Washington team, including the Workers’ Compensation department.

This Administrative Assistant must be service-oriented and must enjoy working both collaboratively and independently. This person must be able to take initiative and follow through on projects with minimal details or instruction. This person must have strong organizational skills, attention to detail, and must be able to proactively manage multiple priorities at once efficiently and effectively. Excellent verbal and written communication skills and analytical skills are required. Must have strong computer skills, including the ability to efficiently use Microsoft Office software (especially Excel) and CRM, with a focus on locating and extracting meaningful data.

Vigilant is a membership organization intensely committed to providing quality service and living Vigilant’s motto of “others before self,” by being relational, responsive, reliable, results-oriented, respectful, and responsible. We help members navigate through complex employment issues, providing resources on employment law, labor relations, human resource management, safety, employee benefits, workers’ comp, management training, and leadership development, in five western states. We are passionate about helping our members be great employers, and we are invested in building relationships with the companies we serve.

Responsibilities/Duties include:
Workers’ Compensation/Retro Program Administrative Support

  • Download and sort all Labor & Industries (L&I) correspondence and distribute to appropriate remote claims staff.
  • File workers’ compensation (WC) correspondence in appropriate member file and mail to members per appropriate schedule.
  • Gather new L&I claims data from L&I website, member records and claims staff and enter into company database with 100% accuracy.
  • Download monthly/quarterly reports from the L&I secure website, configure into word or excel and distribute to members.
  • Order claims reports from L&I as needed.
  • Create member packets for claims staff to present to members during quarterly visits; these packets include several reports and charts that are downloaded and reconfigured from the L&I website.
  • Coordinate new member onboarding meetings and all related materials.
  • Scan various WC documents daily and attach them to electronic files in database.
  • Send copies of all accident reports (from our members) out to our safety and claims management staff for review.
  • Run reports on quarterly/yearly basis to track members’ frequency and severity of claims and other statistical information.
  • Manage and track Board of Industrial Insurance Appeals (BIIA) activities and documents, including: sending new appeals information notices; scheduling hearing/conferences; filing all notices of appearance and/or withdrawal for claims staff; filing corrections or substitutions; ensuring appeal paper files are current and in stored in appropriate folders; ensure document information is entered into claims database; contacting BIIA Judges and/or Court staff for various inquiries into scheduling.
  • Keep retro information up to date in the customer relationship management system.
  • Track retro quarterly invoicing, identify delinquent accounts and contact for payment.
  • Import claims into the WC system (ERIC) and assign safety representatives.

General Administrative Support

  • Provides additional support to other departments, as well as the Vigilant Law Group, as needed.
  • Provides back-up support for reception and the multi-office phone system, including receiving incoming calls and routes to appropriate number, and greeting and directing visitors.
  • Responds to and resolves administrative inquiries and questions.
  • Maintains filing systems as assigned.
  • Keep staff outlook calendar current and tracks all communications with members/client employers in our customer relationship management (CRM) database.
  • Schedule and arrange meetings, conferences and training, including associated logistics and any necessary equipment and materials.
  • Be another point person for problem-solving around the office, including machine malfunction, items out of order and other technical issues, scheduling and coordinating repairs and service.
  • Prepares, edits, proofreads formats and prints documents, letters, itineraries, agendas, slides, posters, presentation materials, newsletters, and other documents.
  • Assist with opening, sorting and distributing daily departmental mail; includes date stamping and delivering attorney mail (scan and email mail to attorneys working remotely).
  • Performs other related duties as assigned.

Required Education and Experience

  • High school diploma or G.E.D. required.
  • Three to five years of experience in an administrative role.

Required Qualifications

  • Ability to take initiative and follow through on projects with minimal details or instruction.
  • Ability to proactively set and meet personal deadlines and effectively manage multiple tasks.
  • Strong organizational skills, analytical skills, attention to detail, and accuracy.
  • Detail-oriented with outstanding editing skills
  • Eagerness to learn and apply problem-solving techniques.
  • Must be able to handle confidential information in a professional manner.
  • Excellent verbal and written communication skills.
  • Excellent interpersonal and customer service skills.
  • Strong computer skills, including ability to efficiently use Microsoft Office suite, particularly Excel.
  • Advanced understanding of clerical procedures and systems such as recordkeeping and filing.
  • Ability to work collaboratively and independently.

Work Environment

  • Our work environment is cheerful, respectful, and diligent, and our motto is “others before self.”
  • We are responsive and reliable. When we receive a question by phone or email, we aim to respond within two business hours.
  • Position is located in the Tigard, Oregon office. Office hours are Monday through Friday, 8 a.m. to 5 p.m. with one hour for lunch.
  • Dress is business casual, suitable for an office.

How to Apply

  • Interested and qualified candidates should submit a cover letter and resume to hr@vigilant.org.

Vigilant provides a competitive benefits package including medical, dental and life insurance; 401(k) retirement account with company contribution; paid vacation; and coworkers you’re happy to see every day. Salary dependent on experience. Vigilant is an Equal Opportunity Employer.

This website presents general information in nontechnical language. This information is not legal advice. Before applying this information to a specific management decision, consult legal counsel.

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