Job Title: Administrative Assistant
Reports to: Manager
FSLA Status: Hourly
Location: Belfast/Headquarters
Date: November 2024
Job Summary:
The Administrative Assistant provides essential administrative support to the insurance agency, ensuring that phone calls are answered professionally, clients and visitors are
greeted warmly, and routine office tasks are handled efficiently. This role also involves managing the reception area, processing payments, and performing light data entry and
word processing tasks. The Administrative Assistant contributes to the smooth operation of the agency and consistently meets service standards in both quality and
timeliness.
Many of the duties performed by the Administrative Assistant require an insurance license, therefore candidates must be willing to obtain their agent license under the
Maine Bureau of Insurance. The company will cover the cost of all materials, classes, license fees, and allow for some study time during working hours. The exam should be
taken at the next available testing window, which typically occurs within a week or two after the class. Employees are strongly encouraged to take the exam as soon as
possible following the course.
Primary Responsibilities and Duties:
Switchboard and Reception Area:
- Answer incoming phone calls within three rings, warmly and professionally.
- Direct callers to the appropriate staff courteously and efficiently.
- Ensure calls on hold are revisited every 45 seconds, offering options to continue holding or leave a message.
- Address client inquiries or direct them to the appropriate team member.
- Take and deliver accurate messages, including caller’s name, phone number, and reason for the call.
- Greet clients and visitors positively, promptly notifying the relevant personnel of their arrival.
- Maintain a clean, organized reception area, ensuring a professional and welcoming atmosphere.
Administration:
- Open, sort, and distribute mail accurately to staff.
- Assist with bulk mailing projects by sorting, stuffing, and labeling envelopes.
- Enter and document on-time payments from clients in the billing system, issuing receipts for every payment.
- Direct payments for canceled policies to a Client Service Agent for further action.
- Perform additional clerical duties such as copying, faxing, or filing, as required. Personal and Organizational
Development:
- Proactively assist with agency service functions and other clerical tasks, as requested.
- Complete questionnaires for auto and home insurance quotes.
- Gather preliminary information from clients when producers or Client Service Agents (CSAs) are unavailable.
- Assist with agency projects such as bulk mailings or other tasks requiring organization and attention to detail.
Knowledge, Skills, and Abilities:
- Proficient in computer skills, including typing and data entry.
- Effective communication and interpersonal skills, with a friendly and outgoing demeanor.
- Ability to follow detailed instructions and manage multiple tasks simultaneously.
- Strong organizational skills and attention to detail.
- Ability to add, subtract, multiply, and divide basic numbers and perform simple calculations.
- Experience in handling filing, sorting, and mailing tasks. Education:
- High school diploma or equivalent required; associate or bachelor’s degree in a related field preferred.
Physical Requirements:
- Must be able to perform 80% sedentary work, with occasional lifting of up to 20 pounds.
- Occasional reaching, standing, and stooping may be required.
- Visual clarity and field of vision to observe detailed information on screens and documents.
Working Conditions:
- Fast-paced, high-pressure environment with frequent telephone and in-person interruptions.
- Must be able to manage multiple steps in complex tasks with accuracy and speed.
- This position works onsite, in the office, 5 days per week, Monday – Friday.
Americans with Disabilities Statement
Must be able to perform all essential functions of this position with reasonable
accommodation if disabled.
The above statements are intended to describe the general nature and level of work
being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified. Atlantic Insurance
& Benefits reserves the right to modify position duties at any time, to reflect process
improvements and business necessity.
