SUMMARY

The Administrative Assistant is responsible for greeting visitors, telephone answering, administrative and marketing support for all professional staff and general clerical duties for the AMLJIA as described below.

NATURE OF THE ORGANIZATION

The Alaska Municipal League Joint Insurance Association (AMLJIA) is a non-profit municipal risk management pool, serving municipalities and school districts statewide. AMLJIA participants must be members in good standing of the Alaska Municipal League (AML) in order to become a participant in the AMLJIA insurance and risk management programs.

Headquartered in Anchorage with a branch office in Juneau, the AMLJIA is an operational division of the AML. The Executive Director, who administers the program, heads the organization and directly supervises the Finance and Claims Departments. The Deputy Director directly supervises the Underwriter, Human Resources, and Risk Management departments.

The AML is a private, non-profit, non-partisan service organization. The AML is a membership association of local governments in Alaska with a total regular staff of three, a Board of Directors elected by the membership, and a budget coming primarily from member dues.

NATURE OF THE WORK

The Administrative Assistant handles a variety of receptionist, administrative and marketing duties for the AMLJIA and is supervised and evaluated on a day-to-day basis by the Human Resource Manager. As a business, the primary internal function of the AMLJIA is fiscal responsibility. Each position is expected to perform in exacting detail to maintain a precise audit trail, for the protection and reliability of all internal and external information. 

ESSENTIAL DUTIES AND RESPONSIBILITIES

Provide highest level of quality customer service to our members and partners. Screen and route incoming calls. Greet visitors, ascertain nature of business, and conduct visitors to appropriate person. Responsibilities include scheduling back up for the front desk when needed.

Perform general and advanced clerical duties with minimal supervision. Date stamp, sort and file incoming mail and faxes. Maintain and update voicemail system. Program, monitor and add currency to the mail machine. Keep inventory and order office supplies. Manage and stock all copiers and printers. Record meeting minutes, type and distribute to all staff.

Assist the Claims Department with answering a variety of questions on open claims from vendors and claimants. Upload quarterly reports and distribute to members.

Assist with the Underwriting Department tasks such as annual renewals, adding proof of coverage for members on the state website, notary bonds, preparing and sending out Participant Coverage Memorandum binders to each member. Back up underwriting with Certificates of Coverage requests.

Assist with marketing and work with outsourced marketing personnel. Review marketing material and checks before distributing. Identify items on the website that need to be added or deleted ensuring that company website is kept updated and supported. Update the member address database.

Assist with annual events and quarterly AMLJIA Board of Trustees meetings. The tasks include but not limited to: place catering orders, make hotel accommodations, and travel arrangements. Work with the Executive Director and prepare production of the board of trustee packets for meeting with all necessary materials and post final to the website.

Help coordinate network and computer outages and troubleshoot problems with our contract technicians. Troubleshoot computer problems for staff.

Other duties as assigned.

QUALIFICATION REQUIREMENTS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

A high school degree or the equivalent, plus a minimum of two years receptionist or customer service experience. One year of an applicable training/degree can substitute for one year of the required experience.

LANGUAGE SKILLS

• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
• Ability to write routine reports and correspondence.
• Ability to communicate effectively in one-on-one situations with participants or employees of organization.

MATHEMATICAL SKILLS

• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.

REASONING ABILITY

• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. 
• Ability to deal with problems involving several concrete variables in standardized situations.

OTHER SKILLS and ABILITIES

• Working knowledge of modern office practices, procedures, and technology such as computer systems, copying equipment, and fax.
• Computer literate; Microsoft Windows, Microsoft Word, Microsoft Excel, Access, Illustrator, Outlook and e-mail experience desirable.
• Ability to work with the Adobe Creative Suite programs, such as InDesign and Photoshop
• Ability to work flexibly, independently, and with frequent changes in priorities.
• Ability to work effectively in a team environment to meet the goals of the AMLJIA with both AML and AMLJIA employees.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel objects, tools, or controls; and talk or hear. The employee frequently is required to reach with hands and arms. The employee is occasionally required to stoop, kneel, crouch, or crawl.

The employee must regularly lift and/or move up to 10 pounds, frequently lift and/or move up to 25 pounds, and occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually quiet.

DISCLAIMER

The employment relationship remains “At-Will.” The AMLJIA reserves the right to modify, interpret, or apply this job description in any way the company desires in order to obtain business goals and objectives. This job description in no way implies that these are the only duties, including essential duties, to be performed by the employee occupying this position. The aforementioned job requirements are subject to change to reasonably accommodate qualified individuals with disabilities.