Job Responsibilities and Requirements

KEY RESPONSIBILITIES

*other duties as assigned*

The Policy Services Associate is focused on archiving documents, updating the policy database, and assisting with mailroom/office supply needs when staffing needs call for it. The Policy Services Associate will perform most duties with management oversight and will need to handle archiving documents for multiple digital file trays. This role supports the Client Service Representative in handling client/policyholder and agent/broker for ongoing service with policy changes, and other administrative aspects of their plan. Performs administrative duties related to billing, premium processing, suspense management, and research for self-administered and list billed inforce policies. These duties include policy related communications with internal and external customers.

Duties and Responsibilities:

• Assists with matters related to broker of record changes and some written communications.

• Archiving documents in electronic filing system in an orderly fashion based on document type and size
• Scanning physical paperwork for electronic distribution/filing
• Effectively deal with workflow, which includes but is not limited to policy database changes, physical/electronic correspondence processing and report generating.
• Assist with processing of new business applications in a timely manner, to provide a smooth transition for the agent and positive first impression of quality service.
• Maintenance of the internal policy database, making changes and archiving the corresponding paperwork for future reference.
• Update policy database based on instructions/correspondence

Supports accounting department as pertains to reversals due to returned checks and cancelled online credit card and ACH payments. 

•  Follows set protocols for the handling of unpaid payments by the bank and credit card company
• Partners with other internal departments, particularly Accounting, Underwriting and Policy Services, as needed
• Adheres to a strict follow-up schedule for all written and oral correspondence, as needed.
• Support mail functions such as sorting, stuffing envelopes, stamping and delivery to post office.
• Clearly communicate matters needing managerial assistance to ensure a swift resolution to the matter.
• Performs other duties and responsibilities, as assigned.
• Special projects as needed.

Duties, responsibilities, and activities may change at any time with or without notice.

REQUIRED KNOWLEDGE, SKILLS, ABILITIES, COMPETENCIES, AND/OR RELATED EXPERIENCE

*or equivalent experience gained from any combination of formal education, one-job training, and/or work and life experience*

• High School Diploma required.
• PC skills using MS Office (Word, Excel, and Outlook)
• Well-developed organizational and time management skills.
• Outstanding interpersonal skills with the ability to establish working relationships with individuals at varying levels both within and outside of the organization. Confidence, patience, tact and diplomacy when dealing with difficult situations.
• Proficiency in English
• Must possess effective written and verbal communication skills
• Ability to troubleshoot and resolve problematic issues.
• Ability to work effectively as part of a team, filling in for co-workers when needed.
• Must be able to work on-site as per assigned schedule and when adjustments needed due to staffing needs.

Ability to Travel: None          

PHYSICAL REQUIREMENTS

When used in the description below, the following terms are defined as:

“Occasional”: done only from time to time, but necessary when it is performed

“Frequent”: regularly performed; generally an act that is required on a daily basis

“Continuous”: typically performed for the majority of an employee’s shift

Sitting for prolonged periods of time, frequently standing, walking distances up to one mile, bending, crouching, kneeling, reaching, occasionally lifting 25lbs, extensive typing, picking up and holding small objecting and otherwise using primarily the fingers rather than the entire hand.  Employee is required to have visual acuity sufficient to perform activities such as preparing and analyzing data and figures; transcribing notes; viewing a computer terminal and extensive reading. Employee is required to have hearing sufficient to understand verbal instruction and answer telephones.  Reliance Matrix will provide qualified employees with a reasonable accommodation in accordance with applicable law.

CORE VALUES

• Collaboration
• Compassion
• Empowerment
• Integrity
• Fun

The above description reflects the general details considered necessary to describe the principle responsibilities and functions of the job identified and shall not be construed as a detailed description of all the work requirements that may be inherent to this job.

Work location may be flexible if approved by the Company.

What We Offer

At Reliance Matrix, we believe that fostering an inclusive culture allows us to realize more of our potential. And we can’t do this without our most important asset—you.

That is why we offer a competitive pay package and a range of benefits to help team members thrive in their financial, physical, and mental wellbeing.  

Our Benefits:

• An annual performance bonus for all team members
• Generous 401(k) company match that is immediately vested
• A choice of three medical plans (that include prescription drug coverage) to suit your unique needs.  For High Deductible Health Plan enrollees, a company contribution to your Health Savings Account
• Multiple options for dental and vision coverage
• Company provided Life & Disability Insurance to ensure financial protection when you need it most
• Family friendly benefits including Paid Parental Leave & Adoption Assistance 
• Hybrid work arrangements for eligible roles
• Tuition Reimbursement and Continuing Professional Education
• Paid Time Off – new hires start with at least 20 days of PTO per year in addition to nine company paid holidays.  As you grow with us, your PTO may increase based on your level within the company and years of service. 
• Volunteer days, community partnerships, and Employee Assistance Program
• Ability to connect with colleagues around the country through our Employee Resource Group program

Our Values:

• Integrity
• Empowerment
• Compassion
• Collaboration
• Fun

EEO Statement

Reliance Matrix is an equal opportunity employer. We adhere to a policy of making employment decisions without regard to race, color, religion, sex, national origin, citizenship, age or disability, or any other classification or characteristic protected by federal or state law or regulation. We assure you that your opportunity for employment depends solely on your qualifications.