• Administrative Assistant

• Administrator

• Executive Assistant

• File Clerk

• Insurance Transcriptionist

• Receptionist

• Supervisor, Word Processing

Administrative Assistant

Job Summary:

Administrative Assistant, is responsible for initiating and coordinating the clerical and secretarial functions required in effective implementation of administrative policies of a major academic or administrative unit.

Essential Job Functions:

• Performs typing and transcription duties as required.
• Establishes procedures that implement operational and/or fiscal policies.
• Interprets policies and procedures as established by superiors.
• Compiles data based on research techniques and on statistical compilations involving an understanding of operating unit programs, policies, and procedures.
• Drafts financial, statistical, narrative, and/or other reports as requested.
• Provides authoritative information that tends to establish precedents and which may commit a unit or superior to a policy or course of action.
• Independently composes reports and correspondence containing decisions that tend to establish precedents and which may commit a unit or superior to a course of action.
• Arranges, participates in, and implements, as directed, conferences and committee meetings.
• Coordinates the activities.
• Signs in behalf of superior, as delegated, his or her name to correspondence, requisitions, vouchers, and other forms of consequence.
• Will assist Administrator in assigning the overload of any administrative job that may arise..
• Performs related duties as assigned.

Knowledge, Skills, and Abilities:

• Ability to accurately deal with difficult dictation.
• Ability to perform difficult typing duties.
• Administrative ability.
• Supervisory ability.
• Must be proficient in MS word, Excel, Power Point and the Internet.
• Excellent verbal and written communication skills required.
• A professional appearance and telephone manner is essential.
• Must have good command of the English language, oral and written.
• Must be able to type 40-45 wpm.
•  

Education/Training/Experience:

• Clerical and Supervisory/Administrative experience beyond minimum required
• Five (5) years of clerical experience, three (3) of which must have included supervision, organization, coordination, and performance of duties at a responsible level.
• Community college graduation (or equivalent) in appropriate field.

Administrator

Job Summary:

Provides overall direction for all activities related to administration, personnel, physical plant, information systems, office management and safety. The Administrator is responsible for development and implementation of annual budgets, policies and goals in each of these areas. These responsibilities affect every area of . Therefore, it is essential that their implementation reflect and reinforce management philosophy and culture. The Administrator works closely with all members of the Management Team and others to ensure that his/her responsibilities are effectively and consistently discharged. This position involves direct supervision of the Information Systems Manager, Physical Plant Manager, Safety Program Manager and all office personnel. The Administrator is a Management Team member and reports directly to the President.

Essential Job Functions:

• Develops consistent and fair personnel policies that comply with all federal and state regulations and that reflect management philosophy and culture.
• Develops an ongoing training program for all areas that ensures that we remain a "learning organization" and that addresses our critical technical, supervision and management training needs. A training plan (revised annually) will be developed in coordination with other Management Team members.
• Works with the Information Systems Manager to develop and implement a Information Systems program that ensures that utilizes appropriate, state-of-the-art information systems technology in all areas.
• Develops with the Safety Program Manager safety policies and program. This program must comply with all federal and state regulations and be consistently implemented throughout . The safety program must be closely coordinated with our physical plant operations to ensure the elimination of safety hazards and compliance with OSHA regulations.
• Develops office policies and supervises their implementation. Responsible for ensuring a quiet and productive office work environment. Ensures that all office personnel (receptionist) provide friendly, customer-oriented responses to all inquiries.
• Compiles and issues payroll on a bi-weekly basis.
• Administers all employee benefit programs. Maintains and updates employee files.
• Establishes a library of literature relating to: personnel policies and regulations; safety program and regulations; training materials; and information systems manuals and procedures.
• Develops and monitors in conjunction with the Controller and the people she/he supervises annual budgets for their areas. Strives to improve efficiency and reduce costs in those areas that report to her/him.
• Attends weekly staff meeting and monthly Management Team meetings.

Knowledge, Skill and Abilities:

Demonstrated leadership and management skills. Knowledge of computerized information systems and their application to all areas of . Ability to work effectively in a team environment. Excellent oral and written communication skills. Excellent interpersonal skills.

Education/Training/Experience:

• Bachelors degree in business, personnel management or related field and 3-5 years experience in progressively responsible administration and personnel positions.
• Strongly self-motivated.

Executive Assistant

Job Summary:

Provides administrative and clerical support to the President and CFO.

Essential Duties and Responsibilities:

• Other duties may be assigned to meet business needs.
• Schedule and organize complex activities such as meetings, travel, and department activities for all members of the Senior Management Team.
• Create and develop visual presentations for the President
• Organize and prioritize large volumes of information and call.
• Sort and distribute mail. Open mail for the President and determine level of priority.
• Answer phone for President. Takes message or field/answer all routine and non-routine questions.
• Assist the President in the management of his schedule.
• Handle confidential and non-routine information
• Work independently and within a team on special and nonrecurring and ongoing projects. Act as a project manager for special projects, at the request of the President, which may include: planning and coordinating multiple presentations, disseminating information, and organizing company wide events.
• Type and design general correspondences, memos, charts, tables, graphs, business plans, etc.

Knowledge, Skills and Abilities:

• Must have high level of interpersonal skills to handle sensitive and confidential situations. Position continually requires demonstrated poise, tact and diplomacy.
• Must be able to interact and communicate with individuals at all levels of the organization.
• Must have knowledge of a variety of computer software applications in word processing, spreadsheets, database and presentation software (MSWord, Excel, Access, PowerPoint)
• Work requires continual attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines. Must be able to work in a fast-paced environment with demonstrated ability to juggle multiple competing tasks and demands.

Education/Training/Experience:

• High school diploma or GED.
• Five or more years of experience or training; or equivalent combination of education and experience.

File Clerk

Job Summary:

• Organize and file records.

Essential Job Functions:

• File incoming material such as mail orders, accounts payable, and open account documentation according to file system.
• Search for and investigate information contained in files, completes vouchers, keep files current, and supply information from file data or remove files upon request.
• Maintain drug free organization forms.
• Maintain products we sell "wish to bid on" forms for Managed Accounts.
• Place outgoing customer invoices into envelopes.
• Ability to apply a common sense understanding to carry out detailed, but uninvolved written or oral instructions.
• Ability to deal with problems involving a few concrete variables in standardized situations. Knowledge, Skills, and Abilities:
• Basic familiarity with computers.
• Good oral and written communication skills.
• Excellent attention to detail
• Ability to develop resourcefulness and controlled assertive behavior characteristics.
• Ability to comply with department and company policies and procedures.
• Ability to work independently.
• Ability to follow instructions and adhere to prescribed routines and practices.
• Good interpersonal skills

Education/Training/Experience:

• The successful candidate should have a high school diploma or a GED; six months related experience and/or training.

Insurance Transcriptionist

Job Summary:

To transcribe dictation from tape and produce high quality letters, memoranda, documents, and in-company reports which enhance the reputation of the agency.

Essential Functions

• Transcribes dictation from principals and agency manager into letter or report form using a computer word processing program. Reproduces the required number of copies. Mails copies after review and signature of principal.
• Operates optical scan recognition machine to enter corporate text or insurance industry technical information into local computer data bank.
• Prepares layout and material for clients' quarterly newsletter as provided by the agency manager, corporate public relations department, and principals at the agency. Makes additions and deletions to agency mailing list and arranges for printing of newsletter. Runs updated mailing labels for print-and-mail vendor.
• Performs clerical duties in office such as answering telephone and sending and receiving faxes and telexes.

Additional Responsibilities:

• May sub for receptionist-switchboard operator during lunch and break periods.

Knowledge, Skills and Abilities:

•  Knowledge of leading software packages and typing skill, with accuracy, of at least 60 words per minute.
• Willing to work overtime as necessary, depending on volume of work in agency office, to meet mailing deadlines.
• Work requires a sitting position for most of eight hours.

Education/Training/Experience:

• High School Diploma or GED.
• Minimum 1 year word processing.
• Knowledge of insurance industry terminology helpful.
•  

Receptionist

Job Summary:

The Receptionist is expected to have the switchboard open and operating promptly at 8:00 a.m. and throughout the day until 5:00 p.m. Relief switchboard coverage will be provided for a one-hour lunch, as well as morning and afternoon breaks of 10 minutes each. The Receptionist should work with relief coverage to determine appropriate times for lunch and breaks.

Essential Job Functions:

• Professionally administer all incoming calls.
• Ensure phone calls are redirected accordingly.
• Greet guests in a professional, friendly, hospitable manner.
• Open and close visitor area (locking doors, closing blinds, turning off lights).
• Type memos, correspondence, reports, and other documents.
• Perform a variety of clerical duties.
• Other duties may be assigned to meet business needs.

Knowledge, Skills and Abilities:

• Excellent phone etiquette.
• Excellent verbal communication skills.
• Punctual.
• Able to work with minimum supervision.
• Should be customer service driven.
• Knowledge of MS Office (Word, Excel, Outlook, Access).
• Able to multi-task.
• Professional appearance.
• Business casual.

Education/Training/Experience:

• High School Diploma or GED.
• Minimum 1 year customer service experience.
• Knowledge of insurance industry terminology helpful.

Supervisor, Word Processing

Job Summary

Plans, organizes, and manages the resources (manpower and equipment) placed at his or her disposal to accomplish the efficient processing of written communications (i.e., letters, reports, etc.) at the most economical cost consistent with management written communications needs and objectives.

Essential Job Functions:

The incumbent reports to the Manager-Office Services along with other clerical positions that are involved with office maintenance, mailroom, office layout, duplicating and telephone services, etc.

• The supervisor is responsible for managing anywhere from two (2) to four (4) word processing stenographers depending on the correspondence volume.
• Word Processing Stenographer (3): Performs the complete correspondence processing function for Word Processing Center users.
•  Duties include typing originals and drafts; editing for grammar, spelling, punctuation, and format; conferring with originator on problem resolution, as required; and making suggestions for improved correspondence content, format, or deletions.
•  This position exists to provide the most efficient and economical written communication document preparation support system possible for regional headquarters operating departments.
•  It involves constant evaluation of developments in the field of word processing software (administrative systems designs) and hardware (word processing equipment) and the implementation of appropriate methods and techniques to attain the most effective utilization of the Word Processing Center resources.
•  This position requires the incumbent to have a broad understanding of the internal organization.
• The supervisor must have the ability to determine management, administrative, and secretarial needs in developing a strong written communication word processing system.
•  The supervisor is responsible for making suggestions as to how the total system can be improved, involving top management, middle management, administrative, and secretarial personnel; therefore, strong interpersonal skills are required.
•  The incumbent is responsible for daily operations, planning for the future, workflow and scheduling, and training of word processing stenographers and authors.
•  The incumbent has the responsibility to train, motivate, and supervise all personnel within the Center.
•  She or he must have a thorough understanding of all equipment, methods, and procedures in order to effectively train new hires and to upgrade the skills of existing personnel.
•  The supervisor must have an excellent command of grammar, punctuation, spelling, and correspondence composition and format, as these skills are necessary to effectively "coach" Center personnel and user department authors in improved correspondence dictation, composition style, and format.
•  The incumbent is free to perform the job without frequent consultation with superiors, operating within the broad framework of established policies and procedures.
•  The incumbent must exercise excellent human relations skills because of frequent "people" involvements with Center personnel and authors.
•  It is essential that the responsibility, authority, and accountability for an efficient Word Processing Center be kept in balance.
•  The supervisor is not required to travel extensively or maintain professional memberships.

Knowledge, Skills and Abilities:

• Selects, develops, and trains Center personnel to achieve short- and long-range headquarters correspondence preparation objectives.
• Organizes and maintains efficient workflow scheduling in line with "customer" needs of department end-users.
• Keeps abreast of constantly changing correspondence preparation needs of users and makes appropriate work scheduling, administrative, and/or hardware recommendations necessary to meet these needs.
• Exercises immediate responsibility and authority over the combined resources (people and equipment) to ensure that the Center operates at lowest costs consistent with author satisfaction.
• Develops and implements appropriate training programs for Center personnel and authors to improve their abilities in correspondence composition, format, processing, etc.
• Orders equipment and stationery supplies for the Center.
• Selects, develops, and trains Center personnel to achieve short- and long-range headquarters correspondence preparation objectives.
• Organizes and maintains efficient workflow scheduling in line with "customer" needs of department end-users.
• Keeps abreast of constantly changing correspondence preparation needs of users and makes appropriate work scheduling, administrative, and/or hardware recommendations necessary to meet these needs.
• Exercises immediate responsibility and authority over the combined resources (people and equipment) to ensure that the Center operates at lowest costs consistent with author satisfaction.
• Develops and implements appropriate training programs for Center personnel and authors to improve their abilities in correspondence composition, format, processing, etc.
• Orders equipment and stationery supplies for the Center.

Education/Training/Experience:

• The incumbent in this position should normally have a minimum education level equal to that of a high school graduate, or equivalent, with specialized training in secretarial work, human relations skills, business organization and management, and word processing systems.
• Over four (4), up to six (6) years', experience in varied administrative-secretarial duties is desired.