Administrative Assistant

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Job Title:  Public Entity Administrative Assistant

FLSA Status: Non-exempt

Job Code: ADMINCOORD

Reports to: Director of Public Entity Insurance Administration

Department: Operations

Location: PC#189 – Public Risk Underwriters of NJ – Parsippany, NJ

Prepared by/date: Jennifer Thurston – 04/242024

Summary:

General Description:

To work jointly with the Director of Public Entity Insurance Administration and PCL with respect to the Administration of the joint insurance fund and to provide Executive Administrative Services to the PCL.

Essential Duties and Functions: include the following.  Other duties may be assigned.

• Plans and coordinates periodic corporate or Fund conferences, including venue selection and negotiating contractual commitment of company for related goods, services and meeting places.
• Submits PCL expenses to accounting.
• Travel to conventions, coordinate entertainment for PCL and complies travel related meetings for office.
• Purchases and maintains office supplies and arranges for repairs of equipment.
• Answers incoming telephone calls.
• Opens and distributes mail and sends all outgoing mail including express mailed letters and packages. 
• Understand and incorporate procedures that are required by alternative risk placements in the servicing of new and existing business.
• Be proficient in the knowledge of public entity insurance so to identify risk exposures and applicable coverages.
• Assist in the compilation and preparation of marketing and underwriting data and the ability to condense material into excel worksheets as required by carriers.
• Provide updated schedules to risk managers and carriers as requested.
• From time to time as needed or required, process professional liability claims.
• Meet established time frames of reporting as required by the State regulations governing joint insurance funds.
• Preparation of invoices, policies and similar items.
• Data entry of all applicable underwriting information, correspondence or all other client/carrier pertinent information into the profit center management system as required.
• Assist in providing administrative services to the joint insurance fund in accordance with State regulations.
• Assist other support staff and producers with any service related matters.
• Keep Public Entity Manager apprised of any service issues or problems.
• Attend meetings as required by the profit center manager, producer or public entity manager.
• Pursue a program or personal and professional development.
• Any other duties or responsibility as assigned by the profit center manager or department manager.
• Pursues a course of personal and professional development.

Competencies:

• Must have the ability to read and write English. The individual edits work for spelling and grammar, presents numerical date effectively and is able to read and interpret written information.
• Must have the ability to work on several projects simultaneously.
•  Problem Solving – the individual identifies and resolves problems in a timely manner, gathers and analyzes information skillfully and maintains confidentiality.
• Quality control- the individual demonstrates accuracy and thoroughness and monitors own work to ensure quality.
•  Adaptability – the individual adapts to changes in the work environment, manages competing demands and is able to deal with frequent change, delays or unexpected events.
• Interpersonal skills – the individual maintains confidentiality, remains open to others’ ideas and exhibits a willingness to try new things.
• Safety and Security – the individual observes safety and security procedures and uses equipment and materials properly.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

Required  

• One to three years in a similar position.
• Minimum of High School certificate.
• Proficient with MS Office Suite
• Exceptional telephone demeanor and effective customer service.

Preferred  

• Two or more years of public entity underwriting/claims experience.

Physical Requirements Necessary on a Regular Basis:  

• Speech and hearing sufficient for in-person and telephone communication on a regular basis of 7-8 hours per day.
• Manual dexterity, vision, arm and body range of motion suffic