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Administrative Assistant in Omaha, NE at The Main Street America Group

Date Posted: 4/4/2018

Job Snapshot

Job Description

Job Summary: 

Provides administrative support to one or more individuals and/or departments.  Maintains information and generate reports for later decision making. Interprets policies and provide guidance to customers.  Resolve problems and complaints with tact and diplomacy.  This is a non-exempt position paid on an hourly basis and is eligible for overtime pay.

Requirements:

The successful candidate will have a associates degree or equivalent with 1 year related experience. Proficient in MS Office applications. Proficient in word processing, presentation and spreadsheet preparation. Knowledge of office equipment, including printers, copiers and fax machines. Able to communicate effectively in person and on the telephone. Excellent written and oral communication skills.

Underwriting/Clerical Support Duties

Motor Vehicle Reports

  • order using HireRight website per request from underwriter
  • print MVR's and sort by account when order is received
  • give MVR's to underwriting by account
  • compile new list once underwriter has reviewed
  • calculate next order date based on underwriters notes

Monthly Reports

  • calculates totals on monthly reports received from insureds via email, fax & mail
  • records monthly inventory totals on individual spreadsheet per account
  • if monthly limit is over the grain & stock limit, refers account to underwriting
  • sends late letter if account has a monthly report that is overdue
  • calculates deposit % when requested.
  • Assist with Facultative Property Reinsurance and spreadsheet data entry
  • Assist Loss Control department data entry, direct mailings and memo’s

Access Records Storage

  • maintains spreadsheet which lists boxes of underwriting files in offsite storage
  • contacts storage company when files need to be destroyed or a file in the storage warehouse is requested.

Point Documents

  • sorts and distributes printed policy documents (New Business, Renewals, Endorsements) received from daily batch
  • mail policies and endorsements once reviewed by Underwriting staff for accuracy
  • fills large printer with paper each afternoon to ensure enough paper is available for batch

Phones/Front Desk

  • 1st in line to answer company main line
  • Receive incoming packages and distribute mail

Maintain 3rd party vendor relationships

  • IIX, Vending Machine, Building Maintenance/Management Services, etc (see detailed description provided).
  • Order office supplies on a monthly/quarterly basis.
  • Set up bills in the Concur system and send to appropriate individual for sign-off (generally the Director).

Manage and maintain ImageRight

  • Responsible imaging all documents that come into the office (through the ImageRight server) and setting up the appropriate IR tasks to the proper individual.
  • Alert the agent(s) and underwriters of receipt of documents and thanking them for their continued support.
  • Responsible for Loss Control ImageRight functions as well.  Organizing IR and setting up an appropriate task to the Underwriter alerting them of LC visit, survey completion, etc.

Contingency Recruiters: Please do not send resumes directly to any hiring manager within the MSA organization.  If you would like to discuss this position, please contact the Staffing Department directly and NOT our managers. You must have a signed and current search agreement with the MSA Staffing Department before any resumes can be reviewed. Any resumes sent directly to MSA without a contract and specific work order in place for the position will be considered property of MSA.  Thank you for your cooperation in this matter!


Competencies: Role Comptencies:
Analytical Thinking/Decision Making - Knowledge of tools and techniques for effective use of a broad range of factors, assumptions, frameworks and perspectives when solving problems.
Communication - Clearly and effectively conveys information, verbally and non-verbally to persuade, inform, and build relationships. Listening attentively to others and responding appropriately.
Customer Service - Ability to understand customer needs and expectations, provide excellent service in direct and indirect manner, and fulfill customer expectations.
Relationship Building - Initiates, develops, maintains, and strengthens partnerships with others inside or outside the organization.
Accuracy/Attention to Detail - Ability to process information with high levels of accuracy.

Technical Competencies:
Office Administration - Ability to carry out ongoing office administration tasks effectively and efficiently in support of local and remote teams.
Office Support Tools - Knowledge of and ability to use office support tools available at the desktop (for example: word processing, e-mail, presentation software and spreadsheets).
Problem Solving - Knowledge of approaches, tools, techniques for recognizing, anticipating, and resolving organizational, operational or process problems.
Process Management - Ability to understand, monitor, update or enhance existing business or work process.
Knowledge of Organization - Knowledge of organization's vision, structure, culture, philosophy, operating principles, values, and code of ethics.

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