Business Operations Specialist I/II

SUMMARY:

Responsible for performing tasks for multiple divisional/regional directors, managers and supervisors which may be highly confidential and sensitive utilizing considerable independent judgment. Performs administrative work, including, organizing, scheduling, coordinating, researching, compiling and exchanging, and sometimes analyzing information for divisional/regional directors, managers and supervisors and their departments.  Assists in implementing department activities and communications, internal and external. 

PRIMARY RESPONSIBILITIES:

• Reads and screens incoming correspondence and reports; handles or forwards to appropriate person.
• Receives and screens incoming calls and visitors and determines which are priority matters.  Refers to appropriate divisional/regional directors, managers and supervisors or provides necessary information.
• Composes, types, and edits correspondence in response to incoming mail, calls, and other situations dictated by job responsibilities.
• Prepares agenda and develops, collects and distributes materials for meetings and conferences. Coordinates food ordering/delivery, reserving technology, etc.
• Transcribes minutes and keeps records of proceedings as required.
• Coordinates and facilitates the divisional/regional director’s calendar(s) to arrange appointments, meetings, and conferences.
• Assists with team building events, charitable activities and other events as necessary.
• Recommends actions to be taken on budget expenditures, equipment and supply needs.
• Directs services, such as maintenance, repair, replenishing supplies, and files.
• Secures and coordinates domestic travel arrangements for divisional/regional directors, managers and supervisors and staff for multiple departments. Prepares and compiles travel vouchers and maintains all travel records.
• Develops, compiles and maintains various filing systems and informational databases and generates reports as requested or as scheduled.
• Responsible for ensuring the departmental compliance to corporate standards (i.e. travel, purchasing, timekeeping, licensing). 
• Coordinate all set-up/onboarding of newly hired or transferred employees and provide departmental orientation and training.
• Mentoring and training
• Maintain and Create documents and activities found in the queues such as Cherwell, ADP, Business Objects, Concur, OnBase, Stratacare etc.
• Coordinates the attributes and assignments for assigned business unit(s).
• Coordinates team’s reporting, which includes scheduling, tracking hours and generating reports to support the team.
• Assists in implementing activities and communications for the department.
• Greets and assists visitors, vendors or customers, as necessary and appropriate. Coordinate parking access, directions and building access, etc.
• Compiles, prepares and reviews for accuracy information and reports as requested or scheduled (i.e. metrics, scorecards, compliance, cost center etc.).
• Informs appropriate staff of issues as necessary.
• Monitors, maintain, and renew licenses, memberships and certifications for multiple business units. (CIC, CPCU, CAWC, etc.)
• Makes photocopies and uses other office equipment as necessary.
• Maintains confidentiality at all times.

 

Additional Responsibilities for BOS II:

• Coordinates special projects when requested
• Coordinates office activities and communications for the divisional/regional directors, managers and supervisors for the multi-functional business units.  Prioritizes and follows up on information and requests to and from divisional/regional directors, managers and supervisors/executive staff.  Updates divisional/regional directors, managers and supervisors/executive staff on current issues as necessary.
• Assists in the planning, development, and implementation of department goals.
• Researches, compiles, assimilates, and prepares documents. Briefs divisional/regional directors, managers and supervisors regarding content.
• Creates, reviews and approves expense reports for divisional/regional directors, managers and supervisors and their staff for multiple business units. 
• Collaborates, research, collect and provide budgetary information to divisional/regional directors, managers and supervisors and staff of multiple departments on such things as trinket purchase/shipping, etc. for conventions, agent meetings, employee events, for all regions in Business Development (i.e. AFICA, Small Business, AFXpress, statewide)
• Prepares, coordinate, and create materials for presentations for divisional/regional directors, managers and supervisors and their staff for multiple departments (i.e. agent audits, calculating mods, mon