Administrative Assistant

Job Description

Job Description

Description : Position Summary :

This individual will assist and support all administrative duties of the agency as outlined below. As an entry level role, this individual may be trained to advance into more complex roles within the agency. Success in this role may result in investment in P&C licenses classes.

This role strictly adheres to our Corporate Standards of Excellence and procedural guidelines in our Professional Procedure Manuals.

Essential Job Functions :

1. Sort, open, prepare, scan, and index daily incoming mail. Distribute as needed.

2. Import / email carrier documents daily.

3. Track packages received and request delivery to staff.

4. Prepare outgoing mail and serve as backup for outgoing mail duties.

5. Management of Worksmart To Do List.

6. Backup for Switchboard & Receptionist duties.

7. Request / obtain loss runs.

8. Issue standard cover letters and emails on behalf of other staff.

9. Manage and process renewals in Sagitta and update Worksmart.

10. Issue & mail Certificates of Insurance; update holders and log as needed.

11. Preparation and mailing of White Policy Binder books and update log.

12. Issue, update and binding of insurance proposals and update log.

13. Scanning & photocopying projects, including back scan preparation.

14. Process, maintain, update account database.

15. Obtain & Import monthly client information reports into RISCO Worksmart.

16. Assist Accounting with invoicing errors.

17. Assist on projects as requested.

18. Complete Print & Mail requests for staff working from home

19. Serve as back up to other Administrative Team members.

20. Performs other duties as assigned.

Requirements :

Skills and Abilities :

• Fluency in MS Office products. Ability to utilize various software and websites.
• Strong verbal and written communication skills.
• Ability to multitask and adapt in an ever changing environment is critical.
• Demonstrate accuracy and organization in all phases of performance.
• Suggest ideas to improve team efficiency and streamline processes.
• Ability to work well in a team environment.
• Follow through on all assigned tasks.
• General knowledge of insurance terminology preferred.
• Ability to absorb and retain knowledge.
• Ability to communicate clearly, to work well with others, and to manage time effectively.

Education and Experience Requirements

Physical Requirements :

1. Must be able to maintain a stationary position for up to three hours at a time.

2. Must be able to traverse throughout the office throughout the day.

3. Transport a minimum of five pounds.

4. Sitting for up to seven hours per day.

5. Traversing up and down between first and second floor at least two times a day.

6. Working on a computer with multiple monitors for seven hours per day.

7. Speaking and listening clearly during telephone conversations.

8. Ability to travel to branch offices and / or other locations if requested and when necessary.

Starkweather & Shepley provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

These statements are intended to describe the general nature and level of work performed by the employee, and are not intended to be a complete list of responsibilities and duties. These statements do not establish a contract for employment and are subject to change at the discretion of the organization.