WHAT IS THE JOB LIKE?

• Manage professional scheduling for the VP of Tax Administration Group, including agendas, email, phone calls, and other company logistics
• Serve as a primary point of contact between the Tax Administration Group and other groups within the Conglomerate, including helping to coordinate the work of the different groups and providing administrative support for meetings.
• Maintain email and other contact directories (both for internal and external customers)
  Answer and respond to phone calls, prioritize emails, communicate messages and information to VP, Tax and the team.
• Organize team communications, including scheduling, sending invite, reminder, etc.
• Attend meetings and take notes of discussion; prepare the initial draft of minutes and summaries.
• Make travel and accommodation arrangements for the team in case of out-of-town BIR fieldworks
• Maintain paper and electronic filings systems, especially the confidential and sensitive information/documents.
• Handle printing, mail/ packages, copying, filing, and email/messages.
• Assist in preparing the team’s annual budget.
• Prepare, reconcile and submit expense reports on a monthly basis, or as needed.
• Monitor and handle ordering of office supplies and other assets (e.g., laptop, printer, filing cabinets and etc.) needed by the team
• File and monitor VP, Tax and the team’s reimbursements via Concur, as well as handling all needed requirements by Aspen
• File and handle the team’s other expenses, such as training, seminars, meetings and subscriptions thru SimpliRFP and monitor payments to the corresponding suppliers
• Other additional administrative and/or alternative duties as assigned from time to time

Company :

Job Description : 

JOB SUMMARY

This job supports an Executive and performs a wide range of secretarial and general office duties as assigned and ensures timely and accurate completion of assignments to enhance the efficiency and effectiveness of their manager in meeting operational objectives.  Responsibilities include typing, word processing, proofreading, handling phone calls, maintaining and organizing files, copying, reviewing and distributing mail, greeting visitors, ordering supplies, scheduling calendars, and making travel arrangements.  The incumbent organizes/expedites workflow and provides secretarial support, as required, to support the communication or presentation needs of the principal when not delegated elsewhere and edits documents for grammar and punctuation. Requires the continuous use of technical and business vocabulary and a detailed knowledge of organization operations, organizational procedures, and personnel.

ESSENTIAL RESPONSIBILITIES

• Communicate effectively.  Display effective communication skills while performing the following functions. Interacting and responding, both written and verbally, with internal and external entities on behalf of assigned management.
• Provide secretarial services to the Executive and assigned staff. Perform typing, word processing transcribing and proofreading activities concerning correspondence, memoranda, schedules, reports, presentation materials and statistical information; maintains a communication flow by receiving and distributing correspondence via mail services or on-line communication networks; schedules reservations, meeting arrangements, conference rooms and audio/visual equipment as needed; receive visitors and telephone calls in a courteous and efficient manner, direct inquires to the appropriate staff based on an overall knowledge of departmental policies and procedures.  Compile various information and perform minor calculations as required for departmental reports.  Maintain hardcopy and on-line correspondence and administrative files.
• Provide telephone coverage and screen telephone calls, letters, and/or visitors, answering routine questions.        
• Review and prioritize information and inquires received for the consideration of the Executive, makes high-level contacts from both inside and outside the Corporation, and address and answer inquiries and solicitations, paying constant attention to formal clearance, procedural controls, and organizational sensitivity. Attend selected meetings in a non-participatory manner to take appropriate notes and conserve principal’s time while assuring familiarity with meeting developments.
• Other duties as assigned or requested.

EDUCATION

Required

• High School Diploma/GED

Substitutions

• None

Preferred

• None

EXPERIENCE

Required

• 5 years of Secretarial or Administrative experience

Preferred

• Excellent typing, word processing and proofreading skills as well as a working knowledge of PC word processing, spreadsheet and graphic applications
• Possess the utmost of integrity in the discreet handling of confidential information
• Knowledge of corporate programs, policies, procedures and protocols

Language (Other than English):

None

Travel Requirement:

0% - 25%

PHYSICAL, MENTAL DEMANDS and WORKING CONDITIONS

Position Type

Office-based

Teaches / trains others regularly

Occasionally

Travel regularly from the office to various work sites or from site-to-site

Rarely

Works primarily out-of-the office selling products/services (sales employees)

Never

Physical work site required

Yes

Lifting: up to 10 pounds

Constantly

Lifting: 10 to 25 pounds

Occasionally

Lifting: 25 to 50 pounds

Rarely

Disclaimer: The job description has been designed to indicate the general nature and essential duties and responsibilities of work performed by employees within this job title. It may not contain a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to do this job.

Compliance Requirement: This job adheres to the ethical and legal standards and behavioral expectations as set forth in the code of business conduct and company policies.

As a component of job responsibilities, employees may have access to covered information, cardholder data, or other confidential customer information that must be protected at all times.  In connection with this, all employees must comply with both the Health Insurance Portability Accountability Act of 1996 (HIPAA) as described in the Notice of Privacy Practices and Privacy Policies and Procedures as well as all data security guidelines established within the Company’s Handbook of Privacy Policies and Practices and Information Security Policy. 

Furthermore, it is every employee’s responsibility to comply with the company’s Code of Business Conduct. This includes but is not limited to adherence to applicable federal and state laws, rules, and regulations as well as company policies and training requirements.

Highmark Health and its affiliates prohibit discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities, and prohibit discrimination against all individuals based on their race, color, age, religion, sex, national origin, sexual orientation/gender identity or any other category protected by applicable federal, state or local law. Highmark Health and its affiliates take affirmative action to employ and advance in employment individuals without regard to race, color, age, religion, sex, national origin, sexual orientation/gender identity, protected veteran status or disability. 

EEO is The Law

Equal Opportunity Employer Minorities/Women/Protected Veterans/Disabled/Sexual Orientation/Gender Identity (https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf)

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For accommodation requests, please contact HR Services Online at HRServices@highmarkhealth.org

California Consumer Privacy Act Employees, Contractors, and Applicants Notice

The Sr. Group Billing Clerk serves within a high volume financial shared services environment supporting an exciting collection of hotel properties across North America.  This team member supports the Group Billing team by serving as the first point of escalation for their questions, reviewing/auditing their work, and communicating directly with leaders at all levels at our hotel properties.  This team member also validates, organizes, and sends the final invoice for complex billing scenarios such as multi-property billing and unique billing requests.  This team member represents Loews as our Group Billing Concierge, providing expertise, problem resolution, and outstanding service levels to our valued group clients.  Timeliness and accuracy of the work performed by the Sr. Group Billing Clerk is critical as this is often the last impression a valuable group client will have of the hotel and brand.  Achievement of daily, weekly, and monthly excellence targets while delivering extraordinary customer service to our hotel teams and clients is of utmost importance.  The Sr. Group Billing Clerk reports to the Billing Services Manager.

Job Specific:

• Upholds all company and industry standards pertaining to PCI compliance, guest confidentiality, and accounting best practices.
• Uses hotel sales, financial, and property management systems to reconcile charges posted to group and catering master accounts.
• Calculates contractual concessions owed and adjusts accordingly in property management system.
• Researches and resolves missing or discrepant charges to ensure highest levels of billing accuracy.
• Compiles final invoice for hotel group and catering functions for timely delivery to clients and third party planners.
• Collaborates with other Billing Services and hotel team members to resolve guest billing disputes.
• Maintains strong relationships with hotel Finance, Sales, Catering, and Conference Services team members to ensure client needs are understood and met.
• Performs daily audit of department's financial transactions to ensure accuracy and compliance.
• Collaborates with Training Manager, STAR Trainers, and Billing Manager to maintain training environment focused on continuous improvement.
• Accountable for achievement of metrics and targets associated with the position.

General:

• Regular attendance in conformance with standards
• May be required to work varying schedules to reflect business needs
• Required to attend all training sessions and meetings
• Other duties as assigned

Qualifications:

Required

• Ability to work cooperatively with others.
• Ability to maintain confidentiality.
• Ability to read, write and speak English effectively.
• Ability to communicate effectively both written and verbally.
• Ability to work effectively, maintain composure and make decisions in stressful situations.
• Ability to organize workload, adapt quickly to change, and deliver under the pressure of deadlines.
• Ability to perform both standard and intermediate spreadsheet functions using Microsoft Excel.
• Proficiency in windows-based computer programs to include e-mail, internet and word processing applications.
• Strong computer skills and ability to learn new computer applications.
• General knowledge of mathematics and accounting principles.

Preferred

• High School Diploma or GED equivalent
• Minimum 6 months service in Group Billing Clerk role
• 1-2 years customer-facing work experience in a hospitality or financial environment