GENERAL DESCRIPTION OF POSITION

The Insurance Agency Administrative Assistant provides administrative support for the Insurance Agency office. This position assists with correspondence, telephone, scanned and electronically filed documents, and data entry in the agency management system.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Work closely with Agency President, Director of Sales & Operations, Producers, Account Managers, Support Staff and Customers.

This duty is performed daily, about 25% of the time.

2. Assists Agency President,Director of Sales & Operations, Producers, Account Managers and Support Staff with letters, memos, copies, faxes, overnight mail, etc, as needed.

This duty is performed daily, about 10% of the time.

3. Assists Agency staff by processing changes and renewals in agency management system, performing rating and / or data entry, making calls to clients or company representatives,.

This duty is performed daily, about 25% of the time.

4. Review insurance renewal pricing and input possible re-quoting options. This duty is performed daily, about 10% of the time.

5. Prepare correspondence and handle mailings as assigned. Compose letters accurately and use correct grammar. This duty is performed daily, about 5% of the time.

6. Process insurance premium payments and receipts for payment. This duty is performed daily, about 5% of the time.

7. Answers incoming telephone calls by accepting or furnishing information and if possible finalizing the call. This duty is performed daily, about 10% of the time.

8. Assists with attaching documentation in agency management system for Agency President,Director of Sales & Operations, Producers, Account Managers and Support Staff.

This duty is performed daily, about 5% of the time.

9. Completes required BSA / AML training and other compliance training, as assigned. This duty is performed as needed.

10. The ability to work in a constant state of alertness and in a safe manner. This duty is performed as needed.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty mentioned satisfactorily. The requirements listed below are representative of the knowledge, skill, and / or ability required.

EDUCATION AND EXPERIENCE

High school or GED, plus specialized schooling and / or on the job education in a specific skill area; data processing, clerical / administrative, equipment operation, etc, plus 0 to 6 months related experience and / or training, or equivalent combination of education and experience.

COMMUNICATION SKILLS

Ability to effectively communicate information and respond to questions in person-to-person and small group situations with customers, clients, general public and other employees of the organization.

MATHEMATICAL SKILLS

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

Ability to compute rate, ratio, and percent and to prepare and interpret bar graphs.

CRITICAL THINKING SKILLS

Ability to use common sense understanding in order to carry out detailed written or oral instructions. Ability to deal with problems involving a few known variables in situations of a routine nature.

REQUIRED CERTIFICATES, LICENSES, REGISTRATIONS

High School diploma or equivalent and strong organizational skills.

PREFERRED CERTIFICATES, LICENSES, REGISTRATIONS

High School diploma or equivalent and strong organizational skills with six months experience in an office environment.

SOFTWARE SKILLS REQUIRED

Intermediate : Word Processing / Typing

Basic : 10-Key, Contact Management, Spreadsheet

WORKING CONDITIONS

Periodically exposed to such elements as noise, intermittent standing, walking, pushing, carrying, or lifting; but none are present to the extent of being disagreeable.

ENVIRONMENTAL CONDITIONS

The following work environment characteristics described here are representative of those an employee encounters while performing 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 moderate.

PHYSICAL ACTIVITIES

The following physical activities 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 and expectations.

Semi-repetitive, low physical. Semi-repetitive type work which requires periods of concentration for varied time cycles as prescribed by the tasks.

While performing the functions of this job, the employee is continuously required to talk or hear; regularly required to sit, use hands to finger, handle, or feel;

frequently required to stand, walk; and occasionally required to reach with hands and arms, climb or balance, stoop, kneel, crouch, or crawl.

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

ADDITIONAL INFORMATION

• Six months administrative experience in an office setting is preferred.
• Must be organized and capable of meeting deadlines routinely.
• Preferred excellent computer skills and proficient grammar.
• Self-starter who works well under pressure.

Last updated : 2024-03-09