Mahoney Group

Administrative Assistant/Receptionist

Job Title:Administrative Assistant/Receptionist

Department:Tucson

Reports To:Branch Manager

FLSA Status: Non Exempt

Summary:

This position provides general office support with a variety of clerical activities and related tasks.

Essential Duties and Responsibilities:

Include some or all of the following. Additional duties may be assigned.

  1. Open and operate switchboard from 8:00 am until 5:00 pm.
  2. Greet incoming guests and clients.
  3. Direct all incoming faxes to the appropriate person.
  4. Open, stamp, sort, and distribute all incoming mail.
  5. Accept and distribute incoming deliveries (FedEx, DHL, UPS, etc)
  6. Deposit all checks resulting from certificate fees.
  7. Maintain instruction and reference manual for opening switchboard, office employee extensions, etc.
  8. General office announcements via e-mail to staff.
  9. Schedule the use of the conference rooms.
  10. Responsible for online office supply orders from vendors monthly or as needed.
  11. Fold and stuff envelopes for outgoing certificates.
  12. Create mailing labels for outgoing mail and other misc. labels needed by staff.
  13. Receive, sort and distribute monthly expirations lists.
  14. Various office duties as assigned or directed.

Supervisory Responsibilities:

This job has no supervisory responsibilities.

Competency:

Customer Service:

Anticipate, meet and/or exceed customer needs, wants and expectations.

Self-Management:

Demonstrate self control and an ability to manage time and priorities.

Continuous Learning:

Take initiative in learning and implementing new concepts, technologies and/or methods.

Written Communication:

Write clearly, succinctly and understandably.

Interpersonal Skills:

Effectively communicate, build rapport and relate well to clients and associates.

Goal Orientation:

Energetically focus efforts on meeting goals and objectives.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience:

1-3 yearsadministrative experience with some college preferred. Insurance industry experience a plus.

Language Skills:

Ability to read and interpret documents such as policy forms, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to communicate effectively with customers and/or employees of the organization.

Mathematical Skills:

Intermediate Skills. Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area.

Reasoning Ability:

Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Computer Skills:

Working knowledge of Microsoft Office products such as Word, Excel, PowerPoint and Access.

Other Skills and Abilities:

Experience in applied Agency Management System or other similar system for client and policy file maintenance a plus. Ability to answer multiple phone lines. Ability to multitask and prioritize.

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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is occasionally required to walk. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision.

Work Environment:

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.

While performing the duties of this Job, the employee is occasionally exposed to moving mechanical parts. The noise level in the work environment is usually moderate. Travel is minimal with contact with customers in person, by phone, and correspondence.

The Mahoney Group is an EEO employer.

Our web site address:

Casa Grande * Coolidge * Globe * Kingman * Mesa * Phoenix * Pinetop * Prescott * Tucson