American Arbitration Association

Office Assistant

US-RI-Johnston
Job ID
RI-1440
Category
Administrative/Clerical

Overview

If you are seeking a challenging and rewarding career, and you thrive in a fast-paced, results-driven environment, we invite you to explore a career with the American Arbitration Association (AAA) as a Office Assistant. For over 90 years, we have served the public as a not-for-profit organization dedicated to helping individuals and businesses resolve disputes through the effective use of arbitration and mediation. Our commitment to integrity, confidentiality, and neutrality make us the preferred provider of alternative dispute resolution services; our dedication to the public good, our customers, and our employees make us an employer of choice.


AAA Office Assistants are primarily responsible for assisting with administrative and logistical functions such as word processing, copying, filing, maintaining databases, maintaining supply stocks, postage application, file discarding, policy adherence, etc. The Office Assistant also plays a key role in providing technical support to both internal and external users of various office systems.You will work alongside a dedicated team of colleagues in our Northeast Case Management Center's Consumer Operations department, and you will also be eligible to participate in our comprehensive benefits program, which includes health and Rx, dental and orthodontia, vision, discounted pet insurance, disability insurance, basic and supplemental life insurance, 403(b) and Roth 403(b) retirement plans w/company match, a discounted corporate FitBit program, and generous paid time-off benefits.

Responsibilities

  • Processes incoming and outgoing US Mail correspondence; incoming mail duties include opening, sorting, conforming correspondence, understanding documents and using discretion to determine the necessity for scanning/uploading; distributing mail appropriately; outgoing mail duties include preparing final letters for processing- printing, sorting, addressing, and applying proper postage allocated to the appropriate division; Processes overnight deliveries including incoming and preparation for outgoing distribution
  • Processes incoming new demands; liaises between center and intake department;
  • Ensures the efficient flow of all incoming correspondence via the indexing queues; uses multiple computer systems to scan documents and then index documents.
  • Acts as first line of support for office staff with software, equipment, and network connectivity issues; actively participating in the relocation of computers/equipment in preparation of staff moves; applying computer configuration setting; maintaining equipment inventory databases with accurate information;
  • Monitors and completes requests submitted to group email accounts; Supports Office Manager in maintaining office supply inventories by actively monitoring inventory levels, verifying product deliveries, and maintaining accurate division accounting of supply inventories; Assists Office Manager in ensuring office equipment is working properly and is properly maintained.
  • Collaborates with the IS Department on technical issues and liaises with outside vendors.
  • Assists Office Manager in coordinating and facilitating staff webinars and video conferences
  • Receives, records, and stores physical case files while ensuring adherence to corporate retention policies; destroys and annotates case records when physical case files have been destroyed.
  • Provides general external customer support as well as support for AAA WebFile and Neutral eCenter.
  • Assists with case administration duties to support staffing shortages and large caseloads by drafting and transmitting correspondence to parties, case data entry and maintenance, as well as other case administration duties across all divisions; 
  • Maintains financial logs for center finance department, delivers for processing.

Qualifications

The ideal candidate will possess strong attention to communication skills (verbal and written), be constituent-oriented, demonstrate thoroughness, be able to understand conflict management/resolution and be a person of strong personal integrity.

 

Education & Experience: Associates degree in business or related discipline; and 2 - 4 years of progressive related work experience; or an equivalent combination of education and work experience..
Software Skills: Intermediate proficiency with Microsoft Word, Outlook, and Excel.

 

The American Arbitration Association is an equal opportunity employer (EEO) and considers all employees and applicants for positions without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, marital status, or status as a covered veteran in accordance with applicable federal, state and local laws.

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