National Guardian

  • Policy Data Entry Specialist

    Req No.
    Job Locations
    Madison - Downtown
    Scheduled Hours
    Flexible - Any 8.5 hr. shift between 0730-1700
  • Overview

    The core duties primarily entail accurately auditing the application and contract pages against policies newly issued by the New Business team, following procedures and well as product and state guidelines. The position is required to audit, assemble, and mail at least 350 policies weekly.


    Accurately audit the application and contract pages against policies newly issued

    • Review application and other documents against the newly issued policy in our Policy Admin system for accuracy and completeness based on issue state requirements, product guidelines, and compliance procedures
    • Review 1035 exchanges based on issue state requirements, product guidelines, and compliance procedures. Revise welcome letter for 1035 exchanges.
    • Follow a variety of procedures as well as product and state guidelines
    • Attend team meetings and training sessions for new products and/or procedures when necessary
    • Revise endorsement in policy pages when required.
    • Route policies requiring correction(s) to the New Business and Customer Service teams when required


    Print, assemble, and mail policy packets to Customer post-audit

    • Order and print application and policy pages from our database, policy admin, and document generation systems
    • Assemble and mail policy based on state, marketer and requested delivery method
    • Print, assemble, review and mail duplicate policies requested by our customers
    • Print corrected policies and create revised correspondence letter when requested
    • Review team members policies for address accuracy to assure compliance with privacy and confidentiality initiatives
    • Maintain 3 day turnaround standard and strive for a 2 day goal on mailing


    Index and route incoming faxed applications within stated service goals  

    • Index producer name based on provided producer number. Confirm via faxed application if legible.
    • Index insured name(s) provided on faxed application if legible.
    • Split faxes by product and payment when required


    Research and re-send policies that have been returned as non-deliverable

    • Research correct address via Accurint, OnBase.
    • Document address changes in ID3 and OnBase and re-mail policy to updated address.


    Maintain high standards of professionalism, ethics & confidentiality

    • Follow and support company guidelines and policies
    • Maintain acceptable attendance
    • Ensure customer privacy in and around your workspace and in all communications with customers, agents, partners, Funeral Homes and coworkers


    Perform other related work as requested or required


    Complete assigned projects, tasks, and/or milestone by agreed upon date


    Required Knowledge, Skills, and Abilities:

    • Must be analytical, detail oriented and a problem solver
    • High level of accuracy and attention to detail
    • Ability to recognize when an item needs to escalated for further research.
    • Ability to multi-task, work independently and manage time effectively.
    • Intermediate verbal and written communication skills with the ability to relate to customers and team members
    • Intermediate PC and office machine knowledge
    • Must be able to work within a team environment, supporting the team, department and company goals
    • Able to handle multiple tasks and remain organized
    • Able to work under tight deadlines and adjust schedules as needed in order to meet turnaround standards
    • Ability to maintain satisfactory attendance according to written company policy
    • Ability to present a positive and professional image



    Education and Training/Experience:

    • High school diploma or equivalent
    • 1-3 years of relevant experience in an office environment preferred


    Physical Requirements:

    •  Ability to handle multiple documents and assemble booklets, prepare materials for mailing. Must be able to meet minimum production requirements.
    • Ability to use computer databases, search for information and apply information to paper materials being assembled.
    • Ability to lift and carry prepared documents. Must be able to lift 30 lbs. and independently move materials from one work area to another.


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