Administrative Assistant

Responsibilities

• Manage inbound communication.
• Communicate on behalf of others in the office via phone/email.
• Manage inbound and outbound mail.
• Short and distribute office documents.
• Study for license exam/school
• Take any manageable tasks from producers or account managers.
• Keep all office supplies stocked.

Morning schedule

• Arrive by 7:30
• Check for voicemails.
• Check account Managers inbox, forward emails, then individual emails
• Review supplies 
• Resume daily responsibilities and tasks. 

Tasks

Review incomplete tasks from prior day, certs, ID cards, spreadsheets, phone calls, emails.

• Are you waiting for communication/documents from anyone?
• Is anyone waiting on communication/documents from you?

Review Supplies – You will be responsible for maintaining inventory of all office supplies and placing orders as necessary.

• Check printer paper, ID card paper, shredders.
• Supplies, envelopes, ID card holders, Accident reporting booklets, binders, tabs, shredder bags.
• Kitchen items like coffee, tea, water, creamer, cups, lids, sugar, stevia, forks, spoons, knives, paper towels
• Check shredders throughout the day and empty if necessary.
• Order office supplies from Sandia Office supply, Amazon, Uline, ABQgraphix, and the Mine Press

Place orders from Sandia Office Supply before 4pm. Usually next day delivery.

AMS360 – AMS360 is the management system we use to store customer information, communicate with companies, generate documents, and log activity. Specific uses will be described throughout this document, but these will be your general tasks.

• Update customer/company information.
• Log any activity pertaining to customers.
• Generate ID cards and other documents. 

Emails – you will be responsible for managing your own email, as well as the general office email. 

• For the account manager’s email, you will need to use AMS360 to find out who the email is intended for and forward it. Some emails will have multiple receivers. For some companies, you will have to login to the company website.
• You will also have access to the Print2Email tool, which will allow you to easily send any printable documents via email.

Phone calls – You will be responsible for answering inbound phone calls and transferring them to the appropriate person. You will also make outbound phone calls as necessary to underwriters, marketing reps, service providers, etc.

License Exam – Your top priority in your first few months should be to obtain your license exam. You will be signed up for ExamFX and given 2 months (with time extensions available for a fee) to access the material. It will provide all of the information you will need to pass the license exam.

• There is a large amount of material, so this should be your main focus in between other tasks. If you are not sure what to do, always ask, but you should spend a couple of hours a day studying.
• Once you reach the end of the study material, you will take multiple practice exams. Your goal should be to pass at least one practice exam before going to take your official license exam. 
• After passing the exam you will need to get your fingerprints done and complete a background check.

Once you pass your exam and obtain your license number, you may occasionally assist producers and account managers with their accounts. This may include;

• Contacting policy holders/applicants to obtain information or send information.
• Contact carrier representatives to discuss policy holders/applicants.
• Attend meetings with producers and policy holders/applicants.

Microsoft Excel – You’ll use Excel for a variety of tasks, including organizing internal office information, modifying vehicle, driver, and equipment schedules, organizing proposal information, organizing bond information, etc. 

• Export/import schedules from AMS360 and reformat to requested specifications.
•  Modify and reformat proposal information to requested specifications.
• Update bond files on the office server.

Mail 

• Check 1st floor mailbox daily. Arrives after 1pm (usually a lot on Mondays so go in the morning).
• Open the mail and use AMS360 to find out who it is for, sort it into folder. Identify urgent items and process them immediately – Notice of cancellation (NOC), claim information, checks, etc.
• Any items for Susan Grant, Carolyn Nasi, or John Hubbard must be scanned on the large printer using scan to email icons.
• Check for mail at mail machine, if present use postage machine to add postage, deliver mail to US post office drop off, UPS/FEDEX on first floor. 
• For UPS/FEDEX – go to UPS/FEDEX website and login with office credentials. enter/search for address and create labels. Confirm address in AMS360.
• ID cards – prepare cards and put into ID holders with accident reporting book. Speak to the account manager responsible for account and find out if they need them back or if they need to be mailed.
• Certificates – fold & fit certificates into small envelopes (Some have additional forms, ensure that all forms are properly matched with their corresponding certificates) and mail. 
• Binders – You’ll be given a paper policy that you will need to – 
• Whole punch
• Sort through and identify each dec page and insert the corresponding binder tab.
• Create form letter, assemble binder, add date sticker, and mail.

Miscellaneous Tasks – You may be given miscellaneous tasks like scheduling internal office events, organizing the office, setting up new office components, etc.…