The ideal candidate is a detail-oriented team player who will be the first point of contact for visitors at the office, greeting them in a polite and well-spoken manner. Provides prompt, courteous, professional and accurate customer service. Receives visitors, ascertains their needs and directs them accordingly. Answers Agency phones and routes callers as appropriate. Receives and processes client payments. Provides administrative support to the Life and Health Department and assistance to the other departments as needed.
Major Responsibilities
1. Greets visitors, determines their needs, checks appointments and directs them to the proper person or office.
2. Receives telephone calls incoming to the Agency and refers callers to the proper person or office.
3. Answers questions and gives information directly to person or on telephone based on knowledge of Agency.
4. Takes messages for Agency personnel and/or transfers callers.
5. Takes client payments and applies them on-line to the proper carrier website. Accurately record payments to ensure the agency cash account maintains proper balance.
6. Maintains a front desk that is clean, professional, and free of clutter. Keeps front desk, kitchen, and copy room areas clean.
7. Fills copier paper trays. Calls for maintenance on copiers as needed.
8. Checks supplies and provides list of supply needs to Office Manager.
9. Opens and sorts incoming mail. Organizes and prepares outgoing mail. Maintains postage machine.
10. Provides administrative support to the Life & Health Department by performing processing functions, to include: assisting Account Managers, scheduling appointments, and following up on applications, enrollments, payments and billing questions.
11. Assists the Commercial Lines and Personal Lines departments by receiving and processing client payments. May provide additional processing support as needed.
12. Performs special projects at management's request.
13. Is familiar with and follows agency E&O guidelines.
14. Maintains electronic and/or paper files in an orderly, up-to-date manner.
15. Performs clerical tasks and other duties, as assigned.
Skills and abilities
Ability to provide excellent customer service to a diverse population of clients, companies, and co-workers. Courteous, friendly, and helpful. Excellent telephone etiquette. Ability to demonstrate professionalism by personal conduct and attitudes that enhance the reputation of the agency. Presents an image appropriate for a professional office environment. Well organized, flexible, self-motivated, with the ability to effectively multitask and prioritize job tasks. Good communication skills both verbal and written. Accuracy in data entry. Ability to identify areas of need and willingness to offer assistance to others. Ability to learn, navigate, and effectively utilize the agency's management system, carrier websites, industry resources, and other technologies. Accuracy in data entry. Ability to learn, comprehend and clearly communicate complex and technical insurance information. Protects the confidentiality of information encountered in the workplace.
Qualifications
High school diploma or equivalent. Experience working with computers, including Microsoft Applications such as Outlook, Word and Excel. Proficient in computer keyboarding. Must be eligible and able to obtain and maintain an Oregon Life & Health and/or Property & Casualty Insurance Producer License as required.
OTHER INFORMATION
Frequently work at a fast pace with unscheduled interruptions. Frequently sit for long periods of time. This is a public contact position that requires appropriate business apparel.
The statements contained in this job description reflect the general details as necessary to describe the principal functions of this job, the level of knowledge and skill typically required, and the scope of responsibility. It should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including work in other functional areas to cover absences or relief, to equalize peak work periods or otherwise to balance the workload.