Job Description

Applicant Document Admin

As an Applicant Document Admin, you will prepare and track requested applicant medical documents while communicating with military, civilian, and medical staff daily. Maintain reports and files both paper and electronic to assist designated military staff in applicant processing. Maintain suspense files, conduct follow-ups prior to suspense dates and request interim responses as necessary.

Duties and Responsibilities:

• Request applicant documents and records that consist of: medical record(s) including patient encounters, laboratory results, and radiology results, police records and checks, court records with disposition, birth verification of applicant and children, marriage license, divorce decree, social security verification, high school letter, school transcripts, diploma or any other document necessary for applicant processing; from the appropriate office/facility/record repository.
• Communicate daily with designated military, civilian, and medical staff on requested applicant records/documents.
• Review and update Record and Action logs daily, report(s) provided by the Government daily. These reports are used to track any follow ups required with civilian, medical, or military staff.
• Submit USMEPCOM Form 680-3A-2 (United States Military Entrance Processing Command) to private medical treatment or medical record repositories as identified by designated Military, civilian, and medical staff.
• Process record/document retrieval, to include phone, email, Office 365, fax. or coordinate for pick up with military personnel.
• Track record/document requests and follow up every 72 hours until requested records/documents are received, or 10 individual requests have been submitted.
• Prepare requested applicant records/documents for processing.
• All medical records/documents are required to be scanned into Recruiter Zone in chronological order.
• Perform administrative actions, scanning, emailing, telephone, shredding, or properly disposing of records/documents.
• Monitor email and fax for receipt of applicant requested records/documents and keep the designated Military staff informed daily regarding any updates.
• Track number of follow ups performed to obtain the requested records/documents.
• Perform administrative updates to ensure accurate status of record/document requests.
• Ensure personal data on requested applicant record/documentation matches applicant's personal data in RZ including DOB, Name, and SSN.

Basic Qualifications:

• Must possess a High School Diploma.
• Must be capable of operating copiers, fax machines, word processors, microcomputer, printer, modems, and/or computer terminal using a standard keyboard with additional function keys to produce work accurately and efficiently.
• Must be capable of using Microsoft Office Suite to include Microsoft Word, Power Point, Excel, and SharePoint.
• Knowledgeable of proper grammar, spelling, capitalization, punctuation, and terminology commonly used in business office environments to prepare formal correspondence from handwritten drafts or oral instructions.
• Knowledge of or capable of learning standard processing procedures and formats, distribution, and retention policies for correspondence and reports produced.
• Excellent organizational skills, attention to detail, and sound skills in written and oral communication is a must.
• Must be able to read, write and speak fluent English.
• Must be able to pass a Federal background check.

Pay Rate: $24.44 per hour with an additional $4.93 health and welfare stipend. Monday-Friday, 8:00 AM-5:00 PM PST, 40-hours per week position.

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