Receptionist

JOB SUMMARY

The Receptionist handles customer inquiries both in person and on the phone, and provides information and assistance to staff and the public according to established procedures. This position is also responsible for download support, photocopying, mailing, and other clerical duties to support the other staff members in a busy office environment.

ESSENTIAL FUNCTIONS

• Answer in a professional manner and direct incoming phone calls to the proper extensions
• Greet clients in person and promptly inform the agent they need to be seen
• Receive cash, checks and charge payments and completes the necessary agency receipts and forms correctly and/or process the payments with the correct companies following procedural guidelines
• Process the outgoing mail on a daily basis and handle any packages accordingly to instruction
• Distribute all incoming faxes to the appropriate agent and/or Division
• Develop a thorough understanding of Agency procedures
• Immediately learn departmental operating procedures and the use of all office equipment
• Immediately develop proficiency in the use of agency client services computer software (e.g. AMS 360, rating programs, word processing, Outlook, ect.)
• Process all incoming electronic downloads and any additional mail given by a Division Manager to work
• Perform Data Entry and acts as quality control to ensure that the AMS database is correct with company paperwork, when there is a discrepancy it is researched and verified and corrected
• Mail out specific form letters according to the processed mail, following procedural guidelines
• Handle duties assigned by Division Managers on a timely basis which may include insurance forms and summaries and routine correspondence
• Provide assistance in the technological communication between agency and companies, when requested
• Document all conversations with insureds, carriers and/or other parties regarding exposures and coverages
• Perform other duties as assigned by management

POSITION REQUIREMENTS

• Ability to maintain good working relationship with customers, employees, and division staff
• Excellent analytical, oral and written communication skills
• Word processing and computer skills
• Attention to detail and high level of accuracy and organization
• The ability to quickly develop adequate skills to utilize manual and computer systems used to perform duties
• The ability to work well under pressure and to quickly adapt to new situations
• Ability to work well both independently and as a team member
• Clear speaking voice in the English Language
• Ability to dress in a professional manner
• This position requires a professional demeanor and an orientation towards customer service

WORKING CONDITIONS

• Fast-paced multi-tasking environment

PSYCHOLOGICAL DEMANDS OF THE JOB

The psychological 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.

Employee spends 2/3 or more of the total time on the job:

• Changing priorities
• Being interrupted
• Juggling multiple tasks
• Meeting deadlines
• Working alone
• Paying attention to detail
• Having to "think on my feet"
• Building rapport with clients/underwriters, etc.
• Dealing with a "fast-paced" environment

Employee spends 1/3 to 2/3 of the total time:

• Working as part of a team
• Interacting with people from other departments
• Selling my ideas and opinions

Employee spends up to 1/3 of the total time:

• Dealing with irritated and angry people
• Responding to the needs of multiple bosses
• Working more than 8 hours/day by choice

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 (2/3 or more total time) required to:

• sit on an office chair up to 6 hours per day
• use hands to finger, handle, or feel objects and controls such as those on telephones and computers
• talk and hear in person and on the telephone
• reach with hands and arms, grasp objects, push/pull file drawers of 10-50 pounds, twist the upper body, rotate the wrist, and use finger dexterity writing and using the computer

Frequently (1/3 to 2/3 total time) required to:

• kneel to file
• squat to file

Occasionally (up to 1/3 total time) required to:

• lift 10 to 20 pounds from floor to desk or top of file cabinet, and carry for a distance of 10 to 40 feet
• bend to file or retrieve an item on the floor or in a drawer
• stand for several minutes at a time for up to 1 hour a day
• walk for a distance of 10 to 40 feet up to 1 hour a day
• climb stairs

Specific vision abilities required by this job include close vision, color vision, depth perception, and the ability to adjust focus.

GENERAL

• This job description is intended to describe the level of work required of the person performing the job.
• Essential functions are outlined; other duties may be assigned as needs arise or as required to support the agency’s essential functions.
• This description is not intended as a contract and is subject to unilateral change and revision by management at anytime.
• Any written contractual agreements will supersede this job description.
• All requirements may be modified to reasonably accommodate physically or mentally challenged employees.