Systems Administrator Administrative Assistant

Benefits:

Competitive salary

Opportunity for advancement

Training & development

Job Summary: The Systems Administrator / Administrative Assistant will be responsible for data entry, IT installation and troubleshooting, and customer service. You will assist producers and CSRs by managing the agency management systems (AMS360) (Commercial/Personal Lines/Life and Benefits Accounts).

PRIMARY RESPONSIBILITIES AND DUTIES Below are list of some of the responsibilities, but not limited to the following:

Customer Services include answering phones and greeting customers.

Manage AMS360 to ensure all reporting is accurate and that all policies are entered from Agency zoom.

Manage Agencyzoom to ensure that producers enter in all their premium sales into the system.

Manage QuickBooks to ensure that the Agency’s Bank Reconciliations are done on a monthly basis.

Manage the accounts, notes, and passwords in the Bitwarden password storage system on a daily basis.

Enter the producers’ policy premiums into AMS360 to generate their commission reports on a monthly basis.

Enter in the producers’ commission policies into AMS360 on a daily basis before commissions.

Maintain IVANS Downloads in AMS360, and authorize the downloads every day.

Process and review insurance documentation, and ensure all documents are complete.

Take payments from customers, and process them through the ePay portal, the BILL portal, or the specific payment portal that their policy dictates.

Serve as a backup for other jobs as necessary.

Help producers and CSRs with any questions they have in regards to AMS360 and Agencyzoom.

File and maintain customer insurance files. This information is personal and confidential.

Applies and renews any Insurance Licenses the producers and CSRs have in both their resident and non-resident states

Handle both the search process and the onboarding process for new insurance carriers

Completes and submits applications and related documentation to appropriate insurance markets.

Identifies and develops insurance prospects and appropriate markets.

Creates and maintains client or prospect lists.

Schedule staff meetings for the entire agency in Microsoft Outlook on a monthly basis.

Schedule onboarding meetings with insurance carriers on the behalf of the entire agency in Microsoft Outlook.

Prepares, requests, and sends binders to insureds.

Educates clients concerning agency payment expectations and cancellation procedures.

Retention and Continuous Marketing:

Explain coverages and exclusions and document explanations in AMS360 for future reference.

Works with clients to ensure limit and coverage adequacy.

Provides needed information and clarifications about clients to company personnel, and documents system by transaction date.

Review existing policy coverages, at least annually, to upgrade accounts and remarket, if necessary.

Assists producer staff to collect client information in preparation of schedules of insurance, summaries, and renewal proposals.

Review appropriate policy change requests and other account activity.

Documents automated file as appropriate. Uses each client contact as an opportunity for coverage review and marketing of need covered.

Recommends and helps insureds carry out loss control programs, independently and with company loss control staff.

Contacts insureds to assist in collecting past due premiums or audit amounts.

Retains assigned percentage of accounts at each renewal.

Continues to develop relationships with the insured.

Accepts and handles any duties/prospects as assigned by agency management.

Personal and Organizational Development:

Participate in sales meetings.

Identifies training needs with assistance from managers. Develops a personal improvement plan and take responsibility for learning and improving technical and sales skills regularly.

Reads and interprets technical manuals and insurance information from carriers, vendors, publishers, etc.

Organize staff events.

Orders food and catering for events.

Maintain office supply inventory.

Install new office hardware such as monitors, printers, computers, phone systems, bluetooth accessories like keyboards, etc.

Fix hardware and software issues for any computers or printers that malfunction.

Mail out checks to insurance carriers, banks, or clients that we need to pay.

Mail out important documents to insurance carriers and clients when they are asked for.

KNOWLEDGE, SKILLS, AND ABILITIES

College education or equivalent insurance experience.

Adequate knowledge of the Agency Management Systems of AMS360 and Agencyzoom.

Adequate knowledge of the Bookkeeping System of Quickbooks.

Ability to communicate verbally and in writing with others, to explain complex issues, to receive and interpret complex information, and to respond appropriately.

Ability to understand written and oral communication and to interpret abstract information.

Adequate knowledge of insurance products and usages.

Adequate knowledge of rating procedures, coverages, and industry operations to effectively manage, maintain, and write assigned client and prospect lists and enter into AMS360 and Agencyzoom.

Adequate knowledge of insurance markets and reference to markets.

Knowledge of insurance rating and underwriting procedures.

Ability to carry out complex tasks with concrete and abstract variables.

Ability to add, subtract, multiply, and divide whole numbers, and to perform simple calculations involving decimals and fractions with accuracy.

Ability to utilize computer programs and understand functionality.

Ability to process written and other materials visually.

Working Conditions:

High-pressured, fast-paced environment with significant telephone and personal disruption.

Large number of multiple steps in complex system performed with accuracy and speed is essential to the successful completion of tasks.