Administration & Office Assistant

Walsh Insurance; Buffalo (NY); On-site; USD 50,000 - 55,000; Full time

Job summary

The John J. Walsh Insurance Agency, Inc. in Buffalo, NY is seeking an Administration & Office Assistant to provide receptionist and administrative support, handle data entry, customer service, and support office operations.

You will assist with accounting tasks, HR-related duties, and coordination of meetings and vendor services. Growth opportunities are available within a collaborative, customer-focused environment.

Qualifications

• Associate or bachelor’s degree in business-related field required.
• Internships or at least 2 years of related experience preferred.
• Ability to handle sensitive information with discretion.

Responsibilities

• Greet customers and determine service needs.
• Process mail and use agency management system for routing.
• Coordinate office operations and meetings with vendors.
• Handle accounts receivable/payable and banking transactions.
• Assist HR and provide admin support; cross-train as needed.

Skills

MS Office

Verbal & written communication

Confidentiality

Multi-tasking

Data entry

Education

Associate or bachelor’s degree in business-related field

Internships or 2+ years in business administration or accounting

Tools

Microsoft Word

Excel

Agency management system

Job description

Brief Description

This position is an in-office position in Buffalo, NY.

Brief Description

This position is an in-office position in Buffalo, NY.

PRINCIPLE JOB OBJECTIVE

Provide efficient reception and administrative support to ensure smooth daily operations, while assisting with select accounting, human resources and other operational functions in a professional and customer-focused manner.

JOB SUMMARY

The Administration & Office Assistant provides administrative and operational support including accounting, data entry, customer service, project coordination and office administration. This position supports Human Resources functions and requires the responsible handling of confidential employee, financial and business information. Specific responsibilities are assigned. Leadership, curiosity, initiative, and teamwork are essential attributes for success in this role. Growth and advancement opportunities are available in this position.

Essential Functions

• Greet customers and gather information to determine service needs
• Answer, screen and direct incoming phone calls
• Process incoming and outgoing mail, including computer scanning and attaching/routing documents in our agency management system
• Coordinate office operations, including scheduling maintenance and vendor services and maintaining shared spaces such as the kitchen and common areas
• Coordinate office meetings, including scheduling and preparation
• Assist with office supply ordering, inventory and restocking
• Accounts Receivable and Payable Processing
• Direct Bill Commission Processing and Reporting
• Banking Transactions and Reconciliation
• Cash Receipts and Disbursements
• Assist with employee benefits vendor payments processing
• Assist with employee expense reimbursement processing
• Cross train as needed
• Adhere to the stated expectations of the E&O Plus Quality Management Program

Additional Responsibilities

As an Administration & Office Assistant, additional responsibilities include, but are not limited to:

• HR support and projects as assigned
• Microsoft Word processing and Excel worksheet manipulation
• Learn various software tools and assist with training at the desk level
• Provide administrative support for IT
• Assist with Company Wellness initiatives
• Coordinate Company and Department events

EDUCATION AND EXPERIENCE

• Associate or bachelor’s degree in business related field, required
• Internships or a minimum of 2 years work experience in business administration or accounting, preferred

Knowledge, Skills And Abilities

• Microsoft Office Software skills and the ability to utilize computer systems and programs and understand functionality.
• Ability to handle sensitive employee, financial and business information with the highest level of confidentiality, discretion, and professionalism, sharing information only with authorized individuals and in accordance with Company policies.
• Ability to communicate orally and in writing with others to explain issues, receive and interpret information and respond appropriately.
• Ability to understand written and oral communication and interpret abstract information.
• Ability to carry out complex tasks with concrete and abstract variables.
• Ability to process written and other materials visually.
• Requires ability to receive detailed information through oral communication.
• Detail oriented and high level of accuracy.
• Ability to work with others to create a positive, professional and productive work environment.
• Ability to work independently and manage multiple priorities.
• Requires good decision making, time management and communication skills.

Reports to/Department

Human Resources Generalist

Administrative Services

FLSA Job Classification

Non-Exempt (Full-Time)

Salary Range

$50k - $55k

ADA Requirements

Walsh Duffield Cos., Inc. complies with the Americans with Disabilities Act. Reasonable accommodation may be made to qualified individuals with disabilities to perform the essential functions of this position.

Physical Demands And Work Environment

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. While performing the duties of this job, the employee is regularly required to sit while using hands to use a computer or other technologies. The employee frequently is required to see, talk and hear. The employee is occasionally required to stand, walk, and reach with hands and arms. The employee must regularly lift and/or move up to 10 pounds. The noise level in the work environment is usually light. This job description is intended to describe the normal level of work required by the person performing the work. The principal duties outlined are the essential responsibilities and duties. Other duties may be assigned as needed, or as required. This description is not intended as a contract and is subject to change. Any written contractual agreements supersede this job description. All requirements may be modified to accommodate physically or mentally challenged staff members reasonably.

Walsh Duffield Cos., Inc. is an equal opportunity employer (EOE), and all qualified applicants will receive consideration for employment without regard to race, color, religion, gender identity, sex orientation, national origin, genetic information, sex, age, disability, protected veteran status, or any other characteristic protected by law. We welcome diversity and highly encourage applications from diverse candidates, including those with disabilities.