PT Risk Management is a leading, niche insurance agency specializing in the propane and petroleum industries.

JOB IDENTIFIERS

Job Title - Executive Assistant/Receptionist

Supervisor - Owner

Work Location - 10621 S 51st Street, Suite 101, Phoenix AZ 85044

Work Schedule - Monday – Friday, 8:00 AM – 4:30 PM

Pay - Depends on experience

PURPOSE STATEMENT

Performs semi-skilled and skilled receptionist, clerical (bookkeeping) and administrative support work for the agency owner. Serves as the frontline customer service person for the agency. May provide secretarial, clerical and administrative support to other agency departments.

A new hire in this position initially works under the close supervision of the owner and closely follows department policies, procedures, and standards for assigned work tasks. Informal and on-thejob training (both supervisor- and self-directed) is critical for employee to gain competency and proficiency in all aspects of the position. At full performance level the employee is expected to exercise greater independence for initiating, prioritizing, and performing routine work tasks. The employee is also expected to review own work results to ensure quality standards are met.

ESSENTIAL FUNCTIONS

This section lists the position’s major areas of accountability, core responsibilities/key priorities and recurring duties. All are essential. The list of recurring duties is not exhaustive. All duties, tasks and subtasks that can be logically inferred are not specified. Other duties and tasks may be assigned by the owner according to agency needs.

1. Agency Front Desk Services

· Keeps Supervisor informed about all noteworthy items.

· Answers phone and greets/receives city hall visitors, routing calls and referring persons to appropriate staff member or taking accurate messages.

· Maintains own work files and participates in the agency’s centralized recordkeeping system.

2. Accounting/Billing Support

· Assists owner with various routine accounting tasks in billing, A/R, and A/P functions.

· Uses automated software to enter A/R and A/P transactions when needed. Performs other routine accounting tasks as directed.

3. Administrative and Clerical Support

· Provides administrative support including data entry, filing, copying, faxing, e-mailing, and drafting, proofing, typing and editing various correspondence and reports with efficiency and accuracy.

· Sorts and distributes incoming mail. Processes outgoing mail.

· Assists with the coordination and preparation of customer proposal and policy packets, checking materials for correctness in terms of order of documents, format/layout, and proofreading (grammar, spelling, etc.).

· Prepares and proofreads other agency materials for spelling, grammar and punctuation following up with corrections as needed.

· Assists owner in processing and monitoring agency licenses.

OTHER DUTIES & RESPONSIBILITIES

· Makes deposits at local bank and drops off mail as needed.

· Performs other related duties and tasks as apparent or assigned by Supervisor.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

Knowledge of:

· Each duty category and task

· Relevant rules and regulations

· Relevant agency policies, procedures, and internal controls

· Agency’s organizational structure, operations, programs, services and activities

· Some bookkeeping practices and procedures used in utility billing, A/P, and A/R

· Office procedures, business writing rules and techniques, and methods

· Relevant word processing, spreadsheet, and agency software program

· Agency’s automated accounting software including billing

Skill in:

· Being polite and courteous to callers and visitors

· Establishing cooperative and productive work relationships, particularly with coworkers

· Using training & experience to solve problems and make decisions commensurate to position’s authority

· Keyboarding and entering numeric & alpha-numeric data with speed and accuracy

· Maintaining and retrieving complete and accurate computer and physical records

· Locating & compiling data/information and performing basic research

· Understanding and performing mathematical calculations with accuracy

· Using available software program functionality to increase work productivity

· Achieving correctness and accuracy in work results

Ability to:

· Improve personal knowledge base through on-the-job training and any other employer-provided training

· Focus on task at hand, handle interruptions, and switch from task to task

· Follow policies and procedures and internal controls with consistency and uniformity

· Handling private data and other sensitive information

· Initiate routine work duties and carry out tasks with little direct supervision

· Complete duties/tasks in a timely manner according to deadlines and supervisory targets

· Listening attentively and receive input/feedback (and constructive criticism) on performance

· Successfully attend any employer-required training

MACHINES, TOOLS & EQUIPMENT REGULARLY USED

· Personal computer and peripherals

· various software applications (email, word processing, spreadsheets, agency management, etc.)

· 10-key calculator

· Telephone

· Copy and fax machines

· Other typical office equipment.

MINIMUM HIRING REQUIREMENTS - Includes training, experience, licenses/certifications and other credentials. An equivalent combination of education and experience may be considered during the hiring process.

1. High School Diploma or equivalent.

2. Some secondary or post-secondary coursework or other formal training (e.g. workshops, seminars, etc.) in areas of bookkeeping, accounting, and automated billing software.

3. Some clerical experience in customer contact and use of word processing and spreadsheet software.

Job Type: Full-time

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off

Schedule:

• Monday to Friday

Ability to Relocate:

• Phoenix, AZ 85044: Relocate before starting work (Required)

Work Location: In person