Contracts and Claims Specialist, Senior

Contracts and Claims Specialist, Senior

Location: Purchasing
Regular/Temporary: Regular
Job ID: 608096
Full/Part Time: Full-Time

Workplace Culture

NAU aims to be the nation's preeminent engine of opportunity, vehicle of economic mobility, and driver of social impact by delivering equitable postsecondary value in Arizona and beyond.



Special Information

• This position is an on-site position which requires the incumbent to complete their work primarily at an NAU site, campus, or facility with or without accommodation. Opportunities for remote work are rare.
• This position is posted as Contracts and Claims Specialist, Senior which is a working title. The NAU system title for this position is Procurement Specialist, Senior.

Job Description

Organizes and prioritizes contract and claim related transactions for insurance, contract, and claim processing. Duties will include database and file records management, referring contract and claim issues and requests to appropriate personnel, interacts with university departments and suppliers to build strong relationships while ensuring compliance with standard university procedures and guidelines and State of Arizona statutes.

Contract, Claim, and Insurance Processing - 70%

• Prepares, tracks, and manages contract, claim and insurance related transactions in university's financial system, databases, and hard files.
• Assists and processes the university's property and automobile claims with the Arizona Department of Administration Risk Management Division (ADOA RMD).
• Adjusts the university's claims under $2,500 while working with ADOA RMD regarding matters of subrogation.
• Routes purchase and non-purchase requests for contracts to assigned area of responsibility.
• Assembles, researches, and summarizes information from various sources.
• Performs simple calculations to support transactions while preparing special and recurring reports.
• Assists with and/or completes contract related documents, as applicable, concerning appropriate language and requirements.
• Receives and responds to inquiries regarding contract and claim procedures and policies.
• Uses knowledge of university standards, contracts, agreements, waivers, claims, and insurance certificates.
• Assists in reviewing certificates of insurance per university contractual arrangements.
• Processes correspondence or other documents from rough draft, corrects grammar, spelling and punctuation errors; edits wording without changing intended message.

Tracking/Management of Transactional Records - 25%

• Tracks and manages requests from university departments through university's online request system.
• Maintains contracts, claims, and related records within databases and manages hard files.
• Organizes and maintains appropriate documentation to ensure compliance with university policy and process.
• Tracks multiple processes and transactions and identifies issues or delays.
• Reviews claim documentation for accuracy and claimable services.
• Reviews and complies claim payment confirmations including processing of inter-departmental transfers and deposits, as applicable.
• Communicates with contractors, vendors, and university representatives regarding inquiries for additional information and status on contracts, claims, and insurance reviews.
• Follows standard principles and guidelines with minimal latitude for personal decision making; any personal decision making is expected to utilize existing standards and procedures.
• Interacts with vendors and staff to distribute, coordinate, and facilitate contract-related requests, and helps resolve routine day-to-day contract issues.
• Manages contract, claim, and insurance related files
• Builds strong relationships with external contacts and university employees.
• Manages and tracks information technology checklists for university purchases of technology, software, and hardware, that aligns with university's current policies and needs.

Process Development and Training - 5%

• Suggests process improvements and new procedures to improve the efficiency and effectiveness of key functional transactions and processes.
• Escalates issues and questions as appropriate.
• Participates in special projects with staff as directed.
• Other duties as assigned.

Minimum Qualifications

• High school degree or equivalent AND
• 1-3 years of office/administration experience, OR
• Any combination of relevant education and experience may be substituted for the educational requirement on a year-for-year basis.

Preferred Qualifications

• Associates degree.
• Knowledge of university, State of Arizona and federal policies and concepts, processes, and practices in higher education.

Knowledge, Skills, & Abilities

Knowledge

• Demonstrates working knowledge of routine work processes and tools
• Basic procurement, contracts, claims, insurance, and business processes
• Knowledge of university procurement policies
• Knowledge of standard office policies and procedures

Skills

• Negotiation
• Mathematics and accounting
• Demonstrated organization skills
• Records maintenance and management
• English composition, grammar, spelling, and punctuation
• Personal computer and software including Microsoft Office and Adobe products

Abilities

• Adaptable to frequent change
• Work collaboratively within a cross-functional team
• Communicate effectively orally and in writing
• Complete administrative paperwork
• Listen actively
• Problem solve
• Ability to work effectively with details
• Balance competing priorities
• Promote a diverse, inclusive environment while working effectively with people from a variety of culturally diverse backgrounds

Background Information

This position has been identified as a safety/security sensitive position. Therefore, per AZ Revised Statute, Northern Arizona University requires satisfactory results for the following: a criminal background investigation, employment history investigation, degree verification (in some cases) and fingerprinting. If you are applying for a job that requires a CDL, you will be required to register with the Federal Motor Carrier Safety Administration Drug & Alcohol Clearinghouse and adhere to the clearinghouse requirements. Additionally, as an employer in the state of Arizona, NAU is required to participate in the federal E-Verify program that assists employers with verifying new employees' right to work in the United States. Finally, each year Northern Arizona University releases an Annual Security Report. The report is a result of a federal law known as the Clery Act. The report includes Clery reportable crime statistics for the three most recent completed calendar years and discloses procedures, practices and programs NAU uses to keep students and employees safe including how to report crimes or other emergencies occurring on campus. In addition, the Fire Safety Report is combined with the Annual Security Report for the NAU Flagstaff Mountain Campus as this campus has on-campus student housing. This report discloses fire safety policies and procedures related to on-campus student housing and statistics for fires that occurred in those facilities. If you would like a free paper copy of the report, please contact the NAUPD Records Department at (928) 523-8884 or by visiting the department at 525 E. Pine Knoll Drive in Flagstaff.

Salary

The Budgeted Salary amount is $41,000.

FLSA Status

This position is non-exempt under the Fair Labor Standards Act (FLSA). The incumbent is eligible for overtime pay or compensatory time according to University policy. Further, the employee must submit timesheets that accurately reflect all hours worked.

Benefits

This is a Classified Staff (CLS) position. NAU offers an excellent benefit package including generous health, dental and vision insurance; participation in the Arizona State Retirement System; paid vacation and 10 holidays per year; and tuition reduction for employees and qualified dependents. More information on benefits at NAU is available on the Human Resources benefits website. Classified Staff employees are in a probationary status for their first six months at NAU. NAU is a tobacco and smoke-free campus. Employees offered a position will be eligible for state health plans (including NAU's BCBS Plan). New employees are eligible for benefits on the first day of the pay period following their enrollment, after their employment date. Employees will have 31 days from their start date to enroll in benefits. Additionally, new employees will begin participating in the Arizona State Retirement System, and the long-term disability coverage that accompanies it, on the first of the pay period following 6 months after the new employee's start date.

Learning and Development

Your career at Northern Arizona University includes the opportunity for professional development. New employee on-boarding training includes courses to be completed within the first 30 days.

Immigration Suppt/Sponsorship

NAU will not provide any U.S. immigration support or sponsorship for this position.

Application Deadline

January 6, 2025 at 11:59 p.m.

How to Apply

To apply for this position, please click on the "Apply" button on this page. You must submit your application by clicking on the "Submit" button by midnight of the application deadline. If you need assistance completing your application there are instructions available on the Human Resources website or in person in the Human Resources Department located in Building 91 on the NAU Campus - on the corner of Beaver and DuPont Streets.

If you are an individual with a disability and need reasonable accommodation to participate in the hiring process, please contact the Disability Resources Office at 928-523-8773, DR@nau.edu, or PO Box 5633, Flagstaff AZ 86011.

Equal Employment Opportunity

Northern Arizona University is a committed Equal Opportunity/Affirmative Action Institution. Women, minorities, veterans and individuals with disabilities are encouraged to apply. NAU is responsive to the needs of dual career couples.

Know Your Rights Poster

NAU is an Employer of National Service. AmeriCorps, Peace Corps, and other National Service alumni are encouraged to apply.



To apply, visit https://hr.peoplesoft.nau.edu/psp/ph92prta/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_APP_SCHJOB.GBL?Page=HRS_APP_JBPST&Action=U&FOCUS=Applicant&SiteId=1&JobOpeningId=608096&PostingSeq=1



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