Systems Administrator / Administrative Assistant

Job Description

Job Description

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.