Document Management Clerk

2 weeks ago

Victoria, Canada Maximus Full time

Company Profile:
Maximus Canada is an industry leader in the provisioning of products and services to support the delivery of government services in North America and internationally. With operations across Canada and around the globe, Maximus provides innovative, practical and meaningful solutions to help government programs and services function more effectively and efficiently.

We are constantly assessing new technology, processes and methods of delivering services to the citizens of Canada. With our expertise in program information management, claims processing, contact centre services, document processing and information technology, we are positioned for significant growth.

Maximus Canada offers competitive market-based salaries, comprehensive employer-paid benefits and a defined-benefit pension plan or a Group RSP with employer-matching contributions, for eligible employees. Our people also get some great perks too, such as employee appreciation events throughout the year, along with a supportive results-oriented work environment.

**Job Description**:
**Department Overview**

On behalf of the B.C. government, Health Insurance BC (HIBC) administers medical coverage through the Medical Services Plan (MSP) and drug coverage through the PharmaCare and Fair PharmaCare programs. With a staff of ~180 unionized employees and 3 excluded managers, the HIBC Operations department delivers services measured by 20 SLRs and 29 SLOs via four teams:

- Customer Service (PharmaCare Help Desk, Service Desk, Info Support, and Prosthetics and Orthotics)
- Document Operations (Document Management, Document Processing, Admin Review, and Correspondence Liaison Unit)
- Practitioner and Patient Services (Provider Programs, Benefit Services, Billing Support, and In Province and Out of Country Adjudication)
- Operational Support Services (Medical Services and Pharmaceutical Services Support, Production Control, Support Coordinators)

**Role Summary**

**Key Responsibilities**
- Develop a comprehensive understanding of several other operational areas within document management in order to analyze, validate and register incoming documents, identify and resolve related issues.
- Prepare and image incoming documents while meeting quality accuracy, security and speed metrics.
- Print, sort, seal and mail correspondence from outside vendors and departments within the organization.
- Perform general reception duties.
- Demonstrate financial responsibility and accountability when handling resources for the organization including analyzing inventory to determine supply needs and services from pre-approved vendors.
- Work effectively in a team environment.
- Maintain and manage administrative and operational records.
- Understand and comply to Maximus Canada, legislated and client policies.
- Maintain a high level of accuracy and attention to detail while working in a fast paced, production and goal driven environment.
- Practice professional interpersonal skills.
- Ensure essential office equipment are in sound working condition.
- Provide intermittent peer to peer mentorship/training, as required

**Education and Experience**
- Proficiency in basic computer skills and ability to operate standard office equipment
- 1 or more years in a document management role preferred
- Intermediate knowledge of MSP, Fair Pharmacare, and MSP Claims preferred

Understand the Principles of
- Call control and customer situational judgment
- Customer service
- Plain language communication
- Professional, pro-social inter-relations
- Privacy and security of personal information
- Time Management

**Core Competencies**

**Systems Use** (B=basic A=advanced, E=expert)

MS Office Suite**:B** Outlook**:B** MaxImage**:B **ORCS/ARCS Schedule**:B** Reg Desk**:B** CICS/CIPS**:B** Cisco**:B **Rapid**: B **Kofax**: A **Batch Print Applications (BI Publisher, Word Auto Print)**: B **RightFAX**: A**
- ** Develop a comprehensive understanding of other operational areas**
- ** Prepare and image incoming documents while meeting established metrics for speed, quality, accuracy, and security of personal data**
- Deliver and pick-up mail for multiple departments, as well as other government buildings in the downtown area.
- Monitor MSP claims and Pharmacare digital fax lines.
- Open mail and inspect the quality of returned mail to detect and report potential privacy breaches.
- Sort documents into their required categories based on type.
- Prep incoming mail and faxes to ready them for scanning according to specifications.
- Ensure workable quality of scanned documents.
- Register and validate imaged documents by specific identifiers while meeting speed and accuracy criteria.
- ** Print, sort, seal, and mail correspondence from multiple departments within the organization**
- Conduct extensive mail outs of sensitive information throughout Canada.
- Prepare outgoing mail for pick-up and delivery.
- Operate industrial grade inserter and sealer safely.
- Track inventory of al

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