Unemployment Claims Assistant - AZ - On Site

Unemployment Claims AssistantThe Unemployment Claims Assistant plays a vital role in supporting the Unemployment Services team by providing comprehensive administrative and clerical assistance throughout the unemployment claims process. This position ensures timely and accurate handling of documentation, correspondence, and data entry related to unemployment claims, helping to maintain compliance with state and federal regulations.Essential Duties and ResponsibilitiesEfficiently manage and route inbound mail, email, case files, and inquiries to the appropriate team members or departments, ensuring timely and accurate handling of all correspondence.Prepare, organize, and send outbound mail, including claim responses, supporting documentation, and other official communications, in accordance with established timelines and procedures.Enter and update client and claim information in the Unemployment Tracking software, ensuring data integrity and compliance with internal standards and external regulatory requirements.Create, manage, and update both physical and digital filing systems. Maintain various tracking logs and databases to support efficient retrieval of information and ensure audit readiness.Accurately input sensitive and time-critical information into internal systems to meet procedural deadlines and support the timely resolution of unemployment claims.Assist with employee recognition efforts such as birthday and anniversary acknowledgments. Maintain the team calendar and support the coordination and preparation of team meetings, events, and other collaborative activities.Provide support on ad hoc projects and initiatives as assigned by leadership, contributing to continuous improvement efforts and departmental goals.Regular, on-site attendance is an essential job function due to the need for secure access to systems, collaboration on sensitive technical matters, participation in operational meetings, and hands-on involvement.Knowledge, Skills, and AbilitiesA strong drive to deliver exceptional client support to both external and internal customers.A flexible, positive attitude, and a dedicated team player and collaborator.Strong organizational skills, attention to detail, and follow-through.Ability to communicate clearly, concisely, and proactively, both verbally and in writing.Capability to learn multiple HRIS (Human Resources Information System) platforms and vendor partner platforms.Drive to learn, grow, and contribute to the overall success of the companyAbility to thrive in a modern, collaborative international environment, effectively using video conferencing, chat, email, and phone to maintain strong team communication.Education & ExperienceHigh School Diploma or equivalent combination of experience, skills, education (including other relevant non-traditional degree programs, certifications, or job training programs) preferred.Experience in Microsoft Office software (Outlook, Teams, Excel, PowerPoint) and demonstrated ability to learn other applications as needed.Required Licenses and/or CertificationsNonePhysical, Mental, & Communication Demands Physical Demands:Sedentary Work: Primarily involves sitting for extended periods, often at a desk or computer.Manual Dexterity: Frequent use of hands and fingers to operate a computer keyboard, mouse, and other office equipment.Mobility: Occasionally walking or traversing throughout the office to meet with leaders and other employees.Visual Acuity: Ability to read and analyze data on a computer screen (or to read and analyze data with reasonable accommodation) and in printed materials.Lifting & Carrying: Minimal physical lifting required, but may involve handling documents, and lifting light office supplies.Mental Demands:Cognitive Processing: Frequent need to analyze claim details, interpret state-specific unemployment regulations, and apply policies accurately to various situations.Attention to Detail: Continuous requirement to maintain accuracy when reviewing claims, documentation, deadlines, and data entered into tracking systems.Problem Solving: Regularly identifying issues, evaluating options, and determining appropriate next steps to resolve claim discrepancies or client concerns.Concentration & Focus: Ability to maintain sustained focus while managing multiple claims, email correspondence, calls, and system navigation throughout the workday.Decision Making: Exercising sound judgment when advising clients, responding to state agencies, and prioritizing tasks to meet strict deadlines.Stress Tolerance: Ability to work effectively in a fast-paced environment with time-sensitive demands, fluctuating workloads, and high accountability requirements.Adaptability: Capacity to adjust to frequent changes in state regulations, processes, technology platforms, and client needs.Communication Demands:Verbal Communication: Frequent verbal interaction via phone and virtual meetings with clients, state agencies, and internal teams, requiring clear, professional, and courteous communication.Written Communication: Regular preparation and review of written correspondence, including emails, claim responses, documentation submissions, and internal notes, requiring clarity, accuracy, and appropriate tone.Listening Skills: Active listening to understand client needs, clarify complex claim information, and respond effectively to questions or concerns.Interpersonal Communication: Ongoing collaboration with internal team members and cross-functional partners to coordinate actions, share information, and resolve issues.Professional Representation: Consistent ability to convey confidence, empathy, integrity, and professionalism when representing the company to external clients and government agencies.Cultural Sensitivity: Communicate with individuals from diverse cultural backgrounds, demonstrating cultural awareness and sensitivity.Environmental Conditions This position is performed in a professional office environment and requires regular use of computers and standard office equipment. The work setting is climate-controlled with typical office lighting and low to moderate noise levels. This position is eligible for the following benefits:Health Insurance : Medical, dental, and vision coverageRetirement Plan : 401(k) with company matchPaid Time Off : PTO, Holidays, Parental leave and Sick Leave provided as required by applicable state lawOther Benefits : Life insurance, short term disability, long term disability, employee assistance program (EAP), flexible spending account (FSA), health savings account (HSA), Identity theft protection, critical illness, accident, cancer, hospital protection, legal and pet insurance.