Administrative Technician, Mailroom

Job Description

Job Description

Department: Mail, Supply & Administrative Services
Location: Home Office
Job Type: Full Time

Commitment to Core Values

At Illinois Mutual, our culture is built around our four core values. These values shape how we operate and define our expectations of each team member's contributions:

• Be honest, reliable and respectful
• Think of others first
• Work together to create results
• Stand out with personal, caring service

Job Summary

The Administrative Services Technician provides operational and administrative support for the Company's mail, imaging, policy assembly, supply fulfillment, shipping, and administrative service functions. Team members are cross-trained across departmental responsibilities and are assigned work based on business priorities, workload demands, and departmental needs. This position plays a key role in ensuring the timely and accurate processing of Company communications, documents, supplies, and administrative services. 

Primary Responsibilities

Mail Processing

• Process incoming and outgoing mail, including recording overnight deliveries, according to department procedures.
• Perform mail rounds throughout the facility to distribute and collect from other business areas as appropriate.
• Process, sort and combine agent mail. 
• Process commission check distributions provided by other internal departments.

Imaging and Document Processing

• Prepare documents for imaging and electronic storage.
• Scan documents using designated imaging systems and reviewing for image quality and accuracy.
• Maintain and adhere to document retention and storage procedures.
• Route original documents to other internal business partners as required.

Policy Assembly and Administrative Support

• Assist with policy fulfillment and distribution activities including assembling policies (or related materials generated through Company systems) and finalizing system requirements upon mailing.
• Support departmental projects and administrative assignments.
• Provide front desk and switchboard backup support as needed.

Supply Fulfillment and Shipping

• Process agent and departmental supply requests, including but not limited to assembling marketing kits, packets, and other fulfillment materials.
• Prepare shipments using approved shipping systems and vendors.
• Receive, distribute, and coordinate incoming deliveries.

Equipment and Operational Support

• Operate department equipment including scanners, postage equipment, inserters, folders, and shipping systems.
• Perform routine equipment cleaning and maintenance.
• Assist with troubleshooting operational issues and escalating to IT, leadership or other departments as necessary.
• Support continuous improvement efforts within the department.

Team Support

• Cross-train in all departmental functions.
• Provide backup coverage across all service areas.
• Assist with special projects and additional responsibilities as assigned.

Anticipated Salary: $34,750 - $36,000

Benefits Overview: We strive for our employees to feel appreciated and supported, both professionally and personally. Our comprehensive benefit and discount package that meets a variety of needs is one way we demonstrate this. Some of our most admired benefits include: 

• Compressed 4 1/2-day work week (Half-Day Fridays)
• No monthly premium cost for employee medical, life and disability insurance coverage
• Paid time-off accrual, including annual rollover; and paid holidays
• Competitive 401(k) plan with immediate vesting on Company contributions
• Discounted on-site employee cafeteria
• On-site exercise facility and company-provided exercise time
• Tuition reimbursement and training incentives
• Access to voluntary dental and vision insurance coverage

Qualifications

• High school diploma required.
• Strong organizational and time-management skills.
• Ability to follow detailed procedures and instructions.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong attention to detail and accuracy.
• Customer-service orientation with excellent interpersonal skills.
• Effective written and verbal communication skills.
• Proficiency with Microsoft Office applications, including Outlook, Word, Excel, and Teams.
• Ability to work independently and collaboratively.

Physical Requirements

• Ability to lift up to 40 pounds and to move boxes, supplies, and materials throughout the facility.
• Ability to stand and walk for extended periods.
• Ability to operate mailroom, imaging, and shipping equipment.
• Ability to work in areas with varying noise levels.

Required Competencies (Proficiency Level)

• Accountability (1)
• Continuous Learning (1)
• Customer Focus (1)
• Integrity (1)
• Organizational Awareness (1)
• Teamwork (1)