Shire Jobs

Administrative Assistant - Insurance - 70392

DESCRIPTION/RESPONSIBILITIES: The Administrative Assistant performs confidential administrative functions in support of the President & CEO, marketing team, and claims operations to support Inservco Insurance Service's daily operations.

COMPETENCIES AND ESSENTIAL DUTIES OF THE ADMINISTRATIVE ASSISTANT  * Creates confidential documents/reports applying knowledge of grammar, spelling, and punctuation.  Also provides mail processing and associated clerical support to include contract preparation from an administrative perspective as needed.  * Answers questions or provides information, screens telephone calls, receives incoming communications and visitors, schedules appointments, and reviews/coordinates directions for travel and lodging.   * Maintains files and records for retrieval, maintenance, and purging.  * Prepares President & CEO's expense reports and processes invoices. Will provide support, as needed, to additional staff on the completion of expense reports.   * Supports completion of required documents for Requests for Proposals (RFPs), PDF merging of information, and administrative support to marketing directors.   * Supports data entry of revenue budget and expense budget items as directed.   * Enters data into the claims processing systems as instructed by the Team Leaders, Claims Managers, or adjusters while adhering to quality and productivity guidelines established by Inservco.  Additionally, works in the WCAIS systems, ImageRight, and public email boxes for completion of support tasks.   * Inputs claims to the correct line of business as directed by managers.

Quality Orientation  * Prepares communications that are distributed with contracts sent to clients.   * Compiles client board packet information in order to facilitate presentation of materials.   * Accurately completes contracts based on input from President & CEO.   * Provides administrative support in the preparation and coordination of board materials.   * PDF together Request for Proposal information and binding for submissions to prospects.   * Ability to validate adjusters' clerical requests in order to data enter information accurately.

Planning & Organizing  * Supports the President & CEO with scheduling and distribution of pre-work materials for the annual Operational Plans for the organization.  * Supports the quarterly tracking and publish updates across the team.   * Manages the administration of the annual operational milestones.  * Supports the administration of department meetings and team meetings within Inservco that involve the President & CEO.   * Coordinates conference attendance for annual Pennsylvania and New Jersey events.  * Coordinates collection of client information for annual holiday gifts.  * Researches client procedures and other systems to resolve claims processing issues.   Positive Approach  * Demonstrates a willingness and ability to adapt to shifting elements and duties within the role.  * Ensures a positive attitude while juggling multiple due dates with Request for Proposal information.   * Listens to and objectively considers others' ideas and perspectives while encouraging others to do the same; rewards others for contributing ideas and building on others' ideas; confronts negative reactions to other's ideas that jeopardize this open exchange.  * Supports and adheres to the work group's expectations and guidelines; fulfills team or work group responsibilities; demonstrates personal commitment to group goals of Inservco.   * Demonstrates an understanding of the other person's situation by acknowledging both the facts and the feelings (positive or negative) they are expressing.  * Asks for others' opinions and ideas to gain their commitment and encourage responsibility; unleashes ideas through questioning.  * Communicates with internal and external customers by phone, fax and e-mail in a professional and courteous manner.

Applied earning  * Takes part in needed learning activities in a way that makes the most of the learning experience (e.g., takes notes, asks questions, and accomplishes required tasks).  * Puts new knowledge, understanding, or skill to practical use on the job; furthers learning through practice and ongoing feedback.

Performs various projects requested or assigned by the President & CEO.

CORPORATE CORE COMPETENCIES OF THE ADMINISTRATIVE ASSISTANT

Effectively Communicates and Connects  * Communicates clearly and concisely.  * Prepares written communications that adhere to department standards.  * Attentively listens and asks clarifying questions.  * Builds positive relationships within the workplace.

Customer Focused  * Develops and maintains knowledge about the needs of customers and how the team provides value.  * Is aware of customer risks and when to escalate risks.  * Identifies and utilizes the appropriate resources to solve customer problems.  * Accelerates follow-up and action to resolve issues.

Talent Development Mindset  * Brainstorms ideas for technical and/or professional development.  * Works with supervisor to identify relevant development opportunities and shadowing opportunities, including technical skill building and professional skill enhancement.  * Acts on opportunities to recognize colleagues for a job well done.   Demonstrates Adaptability  * Seeks to understand others' needs and perspectives, especially those different from own.  * Open to learning about new and challenging ideas to drive the success of the work in which involved.  * Learns how to be flexible to accommodate deliverables and prioritize work effectively.

Demonstrates Accountability  * Takes ownership of mistakes and consults with others to resolve, learning from the experience.  * Consistently checks the accuracy of work.  * Provides coverage or assistance to others when needed.  * Proactively steps-up to provide guidance or assistance.

SPECIAL RELATIONSHIPS FOR THE ADMINISTRATIVE ASSISTANT  * Interacts with all levels of the organization internally, as well as having interaction with external partners, vendors, clients, and agents/brokers.   * This position reports to the President. 

QUALIFICATIONS FOR THE ADMINISTRATIVE ASSISTANT Education/Credentials  * High School diploma or GED required.

Experience  * 2 years of experience in an administrative support role that requires discretion, judgment, and performance of a wide range of administrative support duties.   * Demonstrated ability to work in a fast-paced team environment.  * Background in communications and/or marketing, or appropriate business experience preferred.

Technical/Professional Knowledge  * Strong administrative, organizational, and communications skills, including the ability to create and maintain reliable filing methods that enable easy retrieval of information by others.  * Experience with Microsoft Office tools, ie Word, Excel, PowerPoint.  * Ability to compose and edit doc