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REPROTECH® · 6 days ago

Administrative Specialist

Saint Paul, MN

Full-time

Onsite

New Grad, Entry Level

$21.90/hr - $21.90/hr

ReproTech LLC is a trusted cryostorage facility with over 30 years of experience in long-term reproductive cryostorage. The Administrative Specialist will perform essential day-to-day activities including handling client inquiries, managing accounts, and coordinating with clinics, while also ensuring compliance with regulatory requirements.

Professional ServicesService Industry

Responsibilities

Client Depositors: document prospective Client Depositor account status, enter inventory, record data, create invoices, and receive payments in Acumatica

Client Depositors: create accounts, coordinate correspondence, obtain required forms or documents, review all accounts for accuracy

Answer phone inquiries

Monitor accounts receivable and contact clients regarding past-due balances as needed

Work with clinics to coordinate the shipment of Client Depositor specimens

Prepare shipping forms and documents

Create UPS Airbills, as needed

Document the disposition of accounts

Assist with transfer of ownership pertaining to embryo/tissue donation as needed

File maintenance/archiving of tank room documents

Process inbound client documents, adding notes to client account in Acumatica and delivering information to appropriate staff

Receive, sort, and distribute mail, and process checks

Train new hires on essential job duties under the supervision of the Site Director and Assistant Site Director

Maintain a working knowledge of applicable regulatory agencies such as FDA and their related regulatory requirements for the shipping and storage of reproductive tissue

Maintain the Customer Portal, Fax, Info, Billing and DocuSign Forms inboxes by responding to inquiries, distributing/processing documents, as assigned

DocuSign File organization/review/follow-up

File Reviews

Follow up on Auto Charge Declines, Financial Assistance, Minor Clients, Deceased Client Depositors, etc

Third Party billing tasks as assigned

Stay current on all Reprotech policies and procedures, including Reprotech Office Manual, Employee Handbook, SOPs, and complete required trainings for regulatory compliance, such as OSHA and HIPAA

Assist with Change Order revisions

Provide Documents, links, and brochures to appropriate clients and clinics

Assist in monthly invoicing tasks as needed

Inactive Accounts: file maintenance/disposition of documents

Contact clients for updated addresses/contact information as needed

Assist with special projects as assigned by supervisors or management

Order office supplies

Quarterly recording of marketing supplies and inventory

Perform duties as outlined and other duties as assigned

Qualification

Reproductive medical experienceAcumatica proficiencyRegulatory compliance knowledgeOrganizational skillsCommunication skillsAttention to detailFlexibility