Part Time Administrative Assistant

PART TIME, IN PERSON POSITION, SHREWSBURY, PA

APPLICANTS SHOULD EXPECT AN EMAIL WITH A COMPATIBILITY ASSESSMENT AFTER SUBMITTING APPLICATION.

Position Summary: Accountable for first impressions and setting the right mood for teammates and the public. Responsible for phone and postage systems. Accountable for contributing to security by monitoring access of visitors.

Reports to: Systems Manager

Department: Operations Team

Position Category: Non-Exempt

Purpose Shared by All Positions: To build cultures that drive customer and team member happiness, value, wealth, and continued independence.

PRINCIPAL RESPONSIBLITIES AND DUTIES include the following. Other duties may be assigned.

1. Opens office building and performs open day procedure daily.
2. Retrieves material from exterior drop box twice daily.
3. Answers incoming calls, within two rings, positively, and warmly.
4. Accurately directs caller to the appropriate team member courteously and professionally.
5. Answers clients’ inquiries, as needed, or directs the inquiry to the team member best able to answer, understanding limitations of non-licensed position.
6. Offers voicemail to callers, or if caller rejects voicemail option takes and delivers accurate phone messages, with call back numbers, area codes, and names legibly written, and promptly relays messages to the proper team member, or leaves personal voicemail to proper team member.
7. Greets incoming clients and visitors in a friendly and positive way. Quickly notifies the team member being visited. Turns away solicitors in a clear, but friendly way.
8. Maintains awareness of company personnel whereabouts.
9. Provides general information about the agency and is an ambassador of goodwill for the firm.
10. Maintains a neat and tidy reception area, replaces magazines as received, clears clutter on an ongoing basis, and maintains a professional, welcoming, and comfortable general office atmosphere.
11. Offers coffee or other refreshments to visitors who are waiting to visit agency team.
12. Manages telephone system.
13. Updates voice mail system as needed.
14. Updates speed dial list as requested by teammates.
15. Accepts deliveries and processes promptly.
16. Opens, sorts, and distributes mail neatly and accurately to team members according to mail distribution workforce.
17. Supervises postage machine use and maximizes postage dollars.
18. Performs postage machine maintenance.
19. Performs daily close day procedure.
20. Responsible for obtaining back up when absent or unable to answer the phones.
21. Attends and actively participates in team meetings and contributes agenda items when appropriate.
22. Acts as a steward for the office by keeping the office and property presentable through the performance of minor facility support functions as needed, such as setting up and cleaning up after team luncheons, emptying trash and taking it to the curb.
23. Performs other duties as assigned.

KELLER-BROWN’S EXPECTATIONS OF ALL TEAM MEMBERS:

1. Treatment of others is as team member would want to be treated.
2. Morale and productivity are high. Employee is a team player.
3. Team members are trustworthy, honest, ethical and of the highest integrity.
4. Clients’ needs are consistently met in a professional, profitable, productive manner.
5. Advice and recommendations are useful, correct, appropriate, and timely.
6. The information and answers are accurate, complete, and timely.
7. Correspondence is accurate, timely, and according to standards.
8. Representation is professional and productive.
9. Team needs are consistently met in a professional, profitable, productive manner.
10. Priorities and goals are met in a professional, profitable, productive manner.
11. Communication is ongoing, clear, concise, and complete.
12. Response is relevant, effective, and made on or before need by date.
13. Feedback is productive, informative, beneficial, clear, accurate and immediate.
14. Participation is beneficial, productive, effective and on time.
15. Assistance provided is cost effective, efficient, accurate, complete, and per need by date.
16. Client complaints are handled on the same day in a productive and professional manner.
17. Procedures and activities are current, accurate, complete, professional, timely, and according to standards.
18. Methods and processes are professional, effective, timely and according to standards.
19. The database is current, complete, accurate and according to standards.
20. Information is shared only as appropriate.
21. Resources used are cost effective, productive, and complete.
22. Payments are received within 30 days of due date and receivables are accurate and made by due date.
23. Reports are current, clear, accurate and complete.
24. Creativity generates or recognizes ideas, alternatives or possibilities that are useful
25. in improving service, finding better ways, or solving problems.
26. Knowledge is updated, understood, applied, and shared with team members for maximum productivity.
27. Elevates complicated matters to supervisor’s attention as necessary.

SUPERVISORY RESPONSIBILITIES:

This job has no supervisory responsibilities.

KNOWLEDGE, SKILLS, AND ABILITIES FOR THE POSITION:

Personal Skills - The product of this agency is to create happiness and peace of mind. Part of our strategic objective is to develop lifetime relationships of trust and caring. In this spirit, this position is required to possess a winning attitude towards fellow teammates, clients, prospects, and business associates. Must have the ability to turn upset people into raving fans. Must have a passion for the position and the agency, showing a willingness to help teammates and clients succeed. Vitally important is the desire to achieve the Strategic Objective of the agency.

Sales drive is important and individuals in this position should be persuasive, confident, assertive, self-reliant, competitive, persevering, high energy, and success oriented.

Language Skills - Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.

Ability to communicate effectively in writing including but not limited to memos, letters, and emails. Must be able to construct complete sentences using proper grammar, spelling, and business writing skills so that reader can understand content of message.

Mathematical Skills - Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.

Reasoning Ability - Ability to apply common sense understanding to carry out instructions furnished in written, oral, diagram, or schedule form. Ability to deal with problems involving several concrete variables in standardized situations. Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.

Physical Demands - The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Finger dexterity

Using primarily just the fingers to make small movements such as data entry, picking up small objects or pinching fingers together

Speaking

Must convey detailed or important instructions or ideas accurately, loudly and quickly.

Hearing

Able to hear average or normal conversations and receive ordinary information

Visual

Average, ordinary visual acuity necessary to prepare or inspect documents or products or operate office equipment, computers and/or medical equipment, as needed

Physical

Must be able to get around to different areas of the building. Able to stand and/or walk for long periods of time. Exerts up to 20lbs. of force occasionally

Working conditions

Minimal hazardous conditions or unpleasant work conditions. Fast-paced office environment, with frequently changing priorities. Emotionally challenging, as some interactions may be highly stressful requiring maturity, composure & sound judgment.

In accordance with the Americans with Disabilities Act, it is possible that requirements will be modified to reasonably accommodate disabled individuals. However, no accommodations will be made which may pose serious health or safety risks to the team member or others or which may impose undue hardships on the organization.

Work Environment and Conditions:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

High-pressure, fast-paced environment with significant telephone and personal disruption. Many multiple steps in complex system performed with accuracy and speed is essential to the successful completion of tasks.

The noise level in the work environment is usually moderate. No or very limited exposure to physical risk.

Considerable (60%) local travel to visit prospective and current clients and occasional (5%) other travel to attend license recertification and continuing education as necessary/approved.

This job description is intended to convey information essential to understanding the scope of the job and the general nature and level of work performed by job holders within this job. But, this job description is not intended to be an exhaustive list of qualifications, skills, efforts, duties, responsibilities or working conditions associated with the position.

Certificates, Licenses, Registrations:

Maintains a valid Driver’s License.

Acquires and maintains a Pennsylvania Property and Casualty producer license within 45 days of hire.

Education and/or Experience:

Associate’s degree or equivalent from two-year college or technical school; or one or more years related experience and/or training; or equivalent combination of education and experience.

This description is not intended as a contract and is subject to change.