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Adminstrative Assistant and Receptionist

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* Temp Role through the end of December 2018, and could last longer *

General Description:  The Administrative Assistant performs administrative and office support activities to a department or managers below the executive level. Duties include fielding telephone calls, receiving and directing visitors, word processing, coordinating site visits, ordering office supplies, and record keeping.

Responsibilities:

  • Supports general business operations through the completion of administrative tasks such as preparation and editing of presentations, proposals and correspondence.

  • Answers office phone and directs calls appropriately.

  • Scanning duties may include certificates, account profiles, or mailings; scan P&C, Personal Lines and Employee Benefits material.

  • Maintains knowledge of personnel to coordinate direction of visitors, calls, and mail appropriately.

  • Coordinates incoming and outgoing mail distribution for assigned location; ensures that mail, faxes, and other communications are delivered timely and accurately. 

  • Meet and greet clients and visitors.

  • Perform general clerical duties to include but not limited to photocopying, faxing, mailing, and filing.

  • Set up and coordinate meetings and conferences.

  • Support staff in assigned project based work.

  • May coordinate day-to-day facilities management issues; heating, ventilation, air conditioning, plumbing and safety problems to building maintenance; monitors facility cleaning activities and refers any problems to onsite supervisor or manager.

  • Ensures important office services information is communicated to staff and other appropriate internal and external contacts; ensures that communication channels are established and used so that important information is exchanged as needed.

  • Other duties as assigned.

     

    Knowledge, Skills and Abilities:

  • Must have experience with administrative and office management.  Insurance industry experience is preferred.
  • College degree preferred.

  • Proficient in Microsoft Word, Excel, and PowerPoint.
  • Knowledge of clerical and administrative procedures.
  • Knowledge of consumer service practices and principles.
  • Strong keyboard skills.
  • Good communication skills and professional personal presentation.
  • Organizing, planning, and customer service orientation
  • Detail oriented with the ability to organize effectively.
  • Should be honest, respectful, and trustworthy.

 

Physical Demands:

Work is performed in a climate controlled office environment with minimal noise and limited to no exposure to chemicals or toxins.  Employees operate office equipment including; telephone - headset, Computer,   computer monitors, keyboard, mouse, copier, scanner and mail machine.  Physical tasks of job include; walking, sitting, standing, bending and fingering.

 

Analysis of Physical Demands:

  • Constantly (over 66% of time) work performed requires employees to use repetitive hand motions such as fingering, using a keyboard, and sitting at a desk.

  • Frequently (34%-66% of time) work performed requires employees to handle and grasp things, walk on normal surfaces, stand and bend.

  • Occasionally (1%-33% of time) work performed  requires lifting/carrying  items that range from 10-50lbs, pushing/pulling  items that range from 10-50lbs, walk on uneven or slippery surfaces to and from work and occasionally reach outward to grab things and bend.

  • Rarely (< than 1 hour per week) work performed requires  twisting/ turning including reaching over shoulder or above head , kneeling or squatting.

Job ID:

17542

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