Grievance and Legal Defense Assistant Coordinator
The Grievance and Legal Defense Assistant Coordinator reports directly to the Executive Director.
Grievance and Legal Defense (GLD)
Provides administrative support for the Grievance and Legal Defense Coordinator; opens case files, sends all appropriate letters, maintain spreadsheet of open and closed cases, and performs other tasks as requested by the GLD Coordinator, Executive Director; per established criteria, forwards time-sensitive documents electronically and via hard copy.
Office Administration
- Telephone reception – handling calls and routing them to appropriate staff person.
- Closely monitors own email account daily Monday thru Friday so questions and assignments can be handled in a timely manner.
- Respond to routine member questions by via phone/email.
- Types/format letters or other documents as assigned.
- Schedule in-office and/or virtual meetings as needed.
- Copy and transmit timesheets and travel expense vouchers for GLD reps and office staff to OMCE Bookkeeper.
- File and maintain paper filing system including destruction/shredding of confidential documents as needed.
- Process credit card payments via phone for association dues or guides payors through making payments through the OMCE website.
- Assemble and email digital membership packets.
- Assist between OMCE members and M3 Technologies.
- Work collaboratively with office staff on projects as needed.
- Carry out other duties as assigned by the Executive Director.
Administrative Assistant – GLD and Office Administration
- Creates and maintains spreadsheets and data enter as appropriate.
- Knowledgeable and adept at using website and database for GLD purposes, member assistance, verifying membership and serving as back-up for the Administrative Assistant (Database).
- Carries out other duties assigned by Executive Director as needed.
- Assist in the retirees outreach special OMCE Benefits for Dental/Vision/LegalEase.
- Assist between members and retirees with all issues pertaining to their membership and other benefit offers.
Administrative Assistant – Grievance & Legal Defense Administration
- Provides administrative, typing and clerical support to staff engaged in grievances, legal defense and personnel issues.
- Performs intake interviews with members to ascertain facts needed to process grievance, legal defense and personnel issues.
- Maintains computerized (PC based) case tracking and retrieval system.
- Assists OMCE staff in preparation of materials required for member/client representation on an issue.
- Keeps official records and executes administrative policies pertaining to activities of Grievance and Legal Defense Coordinator.
- Liaison between member, OMCE representative, agency and at times the Investigator for the case.
- Prepare reports for the coordinator weekly and quarterly committee meeting and executive board meeting.
- Review open cases with the coordinator to establish whether a case can be closed and when. Usually if we haven’t heard any further investigation being conducted by the agency within one year, we will close the case. Cases are then recorded on a spreadsheet in excel for future reference.
- Submit closed cases for archiving.
Email your resume/cover letter to: omce@nysomce.org attention: Heath Morris – Executive Director