Administrative Assistant

Leavitt Great West is currently looking to hire an Administrative Assistant in our Bozeman, MT office.

This position is responsible for receiving incoming calls at the agency, determining the nature of the caller’s business and directing callers to an appropriate destination, along with greeting agency visitors and directing them to the appropriate individual. Receiving, distributing, and sending all agency mail, voicemails, and faxes is also handled by this position.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

• Operates the agency telephone system to receive incoming calls.
• Determines the caller's name, and the nature of the call, and directs the caller to the appropriate individual.
• Assists the caller in determining who should receive the call by use of agency management system. Whenever the call cannot be directed to the desired person, a message noting the date, time, caller’s name, place of business, return telephone number, and nature of the call will be recorded and forwarded to the appropriate individual or directed to voicemail.
• Screens calls for unsolicited sales presentations.
• Receives daily incoming mail, opens it, date stamps it, sorts it, and distributes it to the appropriate individuals.
• Collects daily outgoing mail, directs it to the appropriate destination, posts it, and mails it. Handles all outgoing priority mail items for the agency.
• Tracks agency-related work schedules of agency personnel in order to know estimated times to advise caller of an individual's return to the office.
• Distributes incoming faxes to the appropriate individual in a timely manner. Monitors outgoing faxes to make certain they are sent and then returned to appropriate individual.
• Maintains a professional looking reception area. Organizes and monitors office supply room. Orders supplies when needed for office.
• Makes appointments, as requested, for agency personnel.
• Creates, in MS Word and/or agency management system, standard agency memos, correspondence, and other documents. Prepares memos, correspondence, reports, and other documents as requested.
• Assists other departments with data entry to customer accounts.
• Trains other agency staff as needed.
• Performs a variety of other clerical duties as required by the agency

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

Education: High school diploma or general education degree (GED)

Experience: Three months related experience and/or prior typing or data input position

LANGUAGE SKILLS

Ability to read and comprehend simple instructions, short correspondence, and memos. Must be able to read, write and verbally communicate using the English Language. The ability to read, prepare, analyze, and interpret insurance related documents such as application forms, policy documents, manuals, and general correspondence is required. Must be able to communicate information and respond to questions (verbally and in written form) effectively with clients, company personnel and other agency staff.

MATHEMATICAL SKILLS

Be able to perform basic math calculations such as addition, subtraction, multiplication, and division in all units of measure, using whole numbers, common fractions, and decimals. Compute rate, ratio, and percent. Calculate discounts, commissions, and percentages. These are the skills necessary in order to calculate premium and commission, and assist with premium payment arrangements, including financing.

COMPUTER SKILLS

Basic knowledge of a word processing program and spreadsheet program is needed. Typing skills or prior data input experience is mandatory.

REASONING ABILITY

Must have the ability to deal with problems involving several concrete variables in standardized situations. Ability to apply common sense understanding, interpret and carry out instructions furnished in written or oral form to insurance and general office situations. Must be able to work with minimal supervision. The ability to recognize and solve customer problems that are related to their insurance policies is required. Must be capable of collecting underwriting information and determining the appropriate company for account placement.

CERTIFICATES, LICENSES, REGISTRATIONS

License: The agency requires you obtain a property/casualty license within (6) six months of hire

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 regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee is occasionally required to stand; walk; climb or balance; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

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.

Leavitt Great West offers a competitive rate and an attractive benefits plan that includes health benefits and a 401 K with company matching. Interested candidates are encouraged to apply.

As a national company, Leavitt and their affiliates are in over 185 locations in 26 states, we’re always looking for talented individuals who want to further their career and grow with us.

Who are we? Please watch https://youtu.be/tmNRjDxzKQk

Job Type: Full-time

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday
• No nights
• No weekends

Ability to commute/relocate:

• Bozeman, MT 59715: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Customer service: 1 year (Preferred)

Work Location: One location