Correspondence Representative II (3811)

Word & Brown Companies; Orange (CA); On-site; USD 30,307 - 33,062; Part time

Job summary

Word & Brown Companies is seeking an Enrollment/Correspondence Specialist in Orange, CA to process enrollment materials for CaliforniaChoice. The role requires handling written communications, phone interactions, and form processing with careful attention to detail.

Ideal candidates will have strong customer service skills, proficiency in English, and experience with data entry. The job emphasizes accuracy, timely delivery, and compliance with PHI guidelines in a seasonal, on-site setting.

Qualifications

• High School diploma or equivalent required.
• 3+ years of office and/or customer service experience.
• At least 1 year of data entry experience.

Responsibilities

• Process enrollment materials and correspondence for CaliforniaChoice.
• Review and process forms including Employee Applications, Change Requests, and Terminations.
• Place outbound calls to obtain missing information and ensure accuracy.
• Maintain knowledge of Pegasus, Doc-Link, and SharePoint systems.
• Enter comments clearly in Pegasus/Doc-Link and meet quality standards.

Skills

Customer Service

Phone etiquette

Written communication

Attention to detail

English proficiency

Analytical skills

Problem solving

Multitasking

Microsoft Office

SharePoint

Education

High School Diploma or equivalent

3+ years office/customer service experience

1 year data entry experience

Tools

Pegasus

Doc-Link

SharePoint

Microsoft Office Suite

Outlook

Job description

Job Details

Job Location: Orange, CA 92868

Position Type: Seasonal

Salary Range: $22.50 - $22.50 Hourly

Purpose of Position

Send written correspondence and communicate with clients via phone to obtain, review and process enrollment materials for participants of CaliforniaChoice.

Essential Functions

• Expert knowledge of all MPC Enrollment Rep I duties.
• Demonstrate knowledge of Correspondence duties as determined by department assessment as well as the following:
  • Understand company policies and procedures as they apply to CaliforniaChoice plans.
  • Responsible for the review and processing of the following forms including but not limited to:
    • Employee Applications
    • Change Request Forms
    • Employee Termination Forms
    • Web Based Forms
  • Identify and obtain missing/incomplete information on forms based on guidelines and standard operating procedures.
  • Follow the department Pending Item process
  • Compose clear and concise written correspondence (i.e. pending item requests, denials, confirmations, memos, letters, etc.).
  • Place outbound calls to obtain missing/incomplete information on forms.
  • Maintain working knowledge of all products and systems used for job function (i.e. Pegasus, doc-link, SharePoint, etc.)
  • Enter appropriate comments in a clear and succinct manner into Pegasus and/or Doc-Link.
  • Meet department standards for quality and quantity of work.
  • Maintain department and team standards for turnaround times.
  • Adhere to all PHI (Personal Health Information) guidelines
  • Assist with departmental training needs as needed
  • Onsite or remote regular attendance and punctuality are essential functions of the job.
  • Performs other business tasks or functions as assigned.

Qualifications

Knowledge, Skills & Abilities

• Customer Service and phone etiquette experience a must.
• Strong communication skills (written, grammatical and verbal) required.
• Must be able to communicate effectively in English.
• Ability to interact and communicate effectively with all levels of employees and customers.
• Must have strong attention to detail.
• Strong analytical skills and problem solving skills.
• Ability to perform in a fast-paced, deadline-oriented work environment.
• Excellent customer service and organizational skills.
• Able to build/gain commitment and overcome resistance to change.
• Ability to retain large quantities of information.
• Accurately type a minimum of 50 WPM.
• Proficient with Microsoft Office software (Access, Word, Excel, PowerPoint, Visio, Publisher, SharePoint, Outlook), web based technology.
• Must be highly motivated, have ability to take initiative, be accountable, have excellent interpersonal, and service oriented skills.
• Knowledge of the healthcare insurance industry a plus.

Additional Competencies

• Customer Focus, Learning on the Fly, Listening, Written Communication

Educational Requirements

• High School Diploma or equivalent required
• Three plus (3+) years of office and/or customer service experience required.
• At least one (1) year of data entry experience

Physical Requirements

• Must be able to sit for extended periods of time with occasional standing and walking. Must have adequate hearing for phone work. Vision requirements include close vision and the ability to adjust focus. Must be able to use a keyboard and other office equipment. Ability to lift up to 10 lbs. occasionally.