Job Summary:

The Administrative Associate is responsible for answering all incoming phone lines, transferring calls or transmitting messages as needed, and greeting clients and visitors while maintaining an efficient and professional image of the agency.

Essential Job Functions:

• Answer incoming calls, from a multi-line phone system, accurately transferring to the appropriate colleague, as needed, in a courteous and efficient manner
• Greet incoming clients and visitors, ensuring they meet with the correct colleague and manager, and offer refreshments, as needed
• Effectively process all incoming documents (email, postal mail, un-routed documents, fax, etc.) and accurately label, attach and set activities, as needed, and distribute to the correct department, colleague, and Resource Pro
• Provide management administrative support, as needed, including correspondence, scheduling, expense reports, organization, etc
• Assist in agency office clerical duties and processes as needed
• Assist other departments, as needed, in the event of staff shortage, high workload, etc
• Order and maintain office supplies, and keep an organized supplies closet
• Maintain a clean office environment for our customers and company guests, including maintaining kitchen and refrigerator cleanliness
• Perform all actions, relating to the public, customers, and companies, in a manner that will avoid issues involving potential errors and omissions

ADDITIONAL RESPONSIBILITIES:

This job description is intended to describe the level of work required of the person performing the position. Essential functions are outlined; however, other duties may be assigned, as needs arise, or as required to support the essential functions. Specific performance objectives may be developed each year to measure the performance of the tasks and functions listed in this job description.

Knowledge, Skills, and Abilities:

• Maintain a neat and professional appearance and demonstrate effective telephone etiquette.
• Should be friendly, courteous, organized, and enjoy dealing with clients, visitors, and colleagues
• Ability to work within a fast-paced, changing priority environment
• Self-motivated, with the initiative to prioritize and be self-directed
• Regular and punctual attendance is required
• Ability to communicate effectively, both verbally, and in writing
• Excellent interpersonal skills, with the ability to interact effectively with both colleagues, and managers, across all levels
• Ability to promote, and maintain a team environment, willing to find accommodating solutions for our customers, companies, and the Agency
• Ability to successfully adhere to company policies and procedures, as well as maintain strict confidentiality

QUALIFICATIONS:

• 1-3 Years previous reception/front desk experience preferred
• Previous multi-line telephone system experience preferred
• A high school diploma or equivalent preferred
• A property and Casualty insurance license (or the ability to quickly attain) required

Working Conditions/Reasonable Accommodation:

• Fast-paced, multi-tasking, office environment with periodic high disruption and changing priorities
• Ability to perform approximately 80% sedentary work, exerting up to 10 pounds of force occasionally, and negligible force frequently
• Ability to lift up to 20 pounds occasionally
• Requires operation of a computer workstation, including keyboard and video display
• All requirements may be modified to reasonably accommodate physical or mental impairment