Administrative Associate

Administrative Associate

The Administrative Assistant is responsible for answering and directing inbound phone calls, greeting and directing visitors, distributing incoming mail and eFax documentation. The Administrative Associate I is a key member of the administration department working within a designated office. Primary responsibility for this position is to support the various departments throughout the company. Support would entail, but not limited to, the coordination and execution of various tasks for the Accounting, Commercial Line, Select, EPIC, and Benefits divisions. Work proficiently in a high functioning multi-task environment. Secondary responsibilities would include answering and directing inbound phone calls on a multiline phone system. Assist management, company vendors, visitors, and guests. The Administrative Associate I performs the essential functions of the position noted below, while meeting the quality and service standards developed by the agency.

Supervisory Responsibilities:

• Not Applicable.

Essential Functions:

• Improve our client experience by handling back-office processing support for our divisions and the Select, Commercial and Benefits departments.
• Assist accounting with client payments and create bank deposit documentation, handle the office petty cash.
• Carry out administrative duties such as distribution of office mail and eFax documentation.
• Assist with data clean-up and entry in our systems of record.
• Handle sensitive information, statements, and invoices in a confidential manner.
• Answer and transfer phone calls to the appropriate department/individual, screening when necessary.
• Ensure office equipment is operational; maintain the supply inventory stock level, anticipate supply needs
• Acts a liaison with landlord or vendor to coordinate building repair and maintenance services
• Maintain a concern for timeliness and completeness when interacting with customers, agency, and company personnel to minimize potential for errors and omissions claims.
• Perform other duties and responsibilities as assigned.

Knowledge, Skills & Abilities:

• Ability to communicate orally and in writing, to receive and interpret complex information, and respond appropriately. Bilingual abilities are a plus.
• Ability to understand written and oral communication and interpret abstract information.
• Excellent interpersonal and customer service skills.
• Confident, self-starter who works well independently.
• Excellent organizational skills, attention to detail and time management skills with a proven ability to meet deadlines and multi-task.
• Proficient with Microsoft Office Suite or related software.