What are the responsibilities and job description for the Personal Lines Administrative Assistant position at Duncan Financial Group?
About Duncan Financial Group
Headquartered in Irwin, Pennsylvania – we help clients build and protect a better financial future. Our vision is to become the premier independent insurance and financial services organization that sets the standard for adding value to the lives of our clients, our employees, and our community stakeholders. At Duncan, we know that our greatest asset is our employees. We offer a new standard of insurance and financial guidance that is unmatched in the industry. Family-run for over 45 years, our diversified professionals get to know the needs of every client to deliver award-winning service for all their insurance, wealth management, and accounting needs. Built on a solid foundation, our relationships last for generations. Duncan Financial Group is quickly expanding both organically and through acquisition. With consistent and constant growth, we are continually seeking new talent to join us and continue to develop with us.
Personal Lines Administrative Assistant
Position Summary:
The primary function of this role is to provide critical administrative and client support to the Personal Lines department. Working under the direction of the Director of Personal Lines Sales & Operations, this role is responsible for assisting Account Managers with policy management, documentation, client communication, and daily operational tasks. The Assistant plays a key role in maintaining accurate records, ensuring prompt service, and supporting the team’s commitment to delivering high-quality insurance solutions to clients.
Key Responsibilities:
Client and Team Support
- Provide general administrative assistance to the Personal Lines Insurance team
- Process endorsements, cancellations, proofs of insurance, and payments
- Monitor and manage general company in boxes and distribute messages as needed
- Maintain positive and professional relationships with internal departments to facilitate issue resolution and project completion
- Attend team meetings & staff meetings
Administrative and Policy Processing
- Perform receptionist duties including answering and transferring phone calls, taking messages, sorting, and distributing incoming mail, and preparing outgoing mail and packages
- Accurately input client and policy data into the agency management system in a timely manner
- Identify discrepancies or issues and escalate them to the appropriate Account Manager
Operational Support
- Handle email and phone communications with professionalism and efficiency
- Follow all agency systems, policies, and procedures as outlined in the operating manual
- Assist with general office duties such as ordering supplies, managing office equipment, and maintaining common areas
- Participate in training sessions and professional development to build insurance knowledge and enhance skill set
- Perform other duties as assigned
Qualifications:
- High School Diploma or equivalent required
- Previous experience in administrative support or customer service required
- Insurance or Financial Services industry experience preferred
- Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and ability to learn industry-specific systems, i.e., Applied Epic
- Excellent verbal and written communication skills
- Strong active listening and interpersonal abilities to support internal and external clients
- Detail-oriented with strong organizational and time management skills
- Effective problem-solving and analytical capabilities
- Ability to manage multiple priorities and work independently in a fast-paced environment
- Ability to pass a criminal background check, as permitted by law
Physical Requirements:
- Frequently sit, stand, and walk
- Regularly required to talk or hear
- Frequently required to use hands or fingers to handle or feel objects, tools, or controls
- Occasionally required to climb or balance, stoop, kneel, crouch or crawl
- Occasionally lift and/or move up to 25 pounds
- Vision abilities to include close vision, distance vision, peripheral vision, and the ability to adjust focus
- The noise level in the work environment is usually moderate
- Temperature in the workplace is typically moderate, though the ability to withstand seasonal cold and heat of the outdoors is necessary
Hours: Monday-Friday, 8:30am-5:00pm
Location: 311 Main Street, Irwin, PA 15642
Benefits:
- Competitive Compensation
- Health Insurance Plans (PPO, HSA, Copay Options)
- Dental Insurance
- Vision Insurance
- Company Paid Disability Insurance
- Supplemental Insurance including Critical Illness, Accident, Legal, Pet Insurance
- 401(k) with Safe Harbor Match
- Paid Time Off
- Paid Holidays
No Solicitation Notification to Agencies: Please note that Keystone and our Partner Agencies do not accept unsolicited resumes or calls from third-party recruiters or employment agencies. In the absence of a signed Master Service Agreement and approval from HR to submit resumes for a specific requisition, Keystone will not consider or approve payment to any third parties for hires made.