Administrative & Accounting Support Specialist

Legacy Insurance Partners: Broome Ins., Faw Ins., Childress Ins., Thacker & Brooks Ins; Hickory (NC); Hybrid; USD 42,000 - 62,000; Full time

Job summary

Legacy Insurance Partners in Hickory, NC is seeking an Administrative & Accounting Support Specialist to assist with commission processing, accounting tasks, front desk backup, and carrier access administration. The role requires comfort with numbers, data entry, and meeting deadlines while handling confidential information.

You will work hybrid (3 days in-office after training) with a training period of 6 months on-site, and support the Accounting and Operations teams during month-end and peak

Qualifications

• High school diploma or equivalent; accounting/finance education helpful.
• Strong numerical aptitude and ability to reconcile amounts accurately.
• High attention to detail, organization, and follow-through.
• Ability to learn multiple systems and apply training quickly.
• Comfort with spreadsheets, email, shared documents, and routine data entry.
• Professional communication with employees, carriers, vendors, and callers.

Responsibilities

• Commission processing and statement management for P&C and Health & Benefits.
• Accounting processing support, deposits, reconciliations, and month-end tasks.
• Carrier login, access, permissions, and issue resolution.
• Receptionist backup, phone handling, visitor assistance, mail and front-desk duties.
• Document processes, maintain procedures, and ensure confidentiality across teams.

Skills

Numerical aptitude

Attention to detail

Communication skills

Learning new systems

Spreadsheet proficiency

Education

High school diploma

Accounting/Finance exposure

Tools

Microsoft 365

Excel

Teams

Outlook

QuickBooks

CRM systems

Agency management systems

Secure password managers

Job description

Full-Time: Monday through Friday- 8:30am - 5:00pm

Hybrid Schedule (Once Trained): 3 days In-Office

Training Schedule: 5 days In-Office for 6 months, until fully trained

Position Summary

The Administrative & Accounting Support Specialist provides hands‑on support across the agency’s accounting and operations functions. The role focus will be on Commission processing, accounting support, front desk backup, and carrier access administration. A successful candidate will be comfortable with numbers, detailed data entry, recurring deadlines, confidential information, and persistent follow‑up with carriers and vendors.

Essential Duties and Responsibilities

Commission Processing and Statement Management

• Pull commission statements from carrier portals and other approved sources for Property & Casualty and Health & Benefits business.
• Process recurring commission activity, including manual commission entry and available carrier or system imports.
• Complete commission imports.
• Match statements, deposits, policies, billing records, and commission entries; identify and document discrepancies.
• Assist with commission gap reports, unmatched items, and follow‑up needed to obtain missing statements or supporting detail.
• Maintain organized records of statements, deposits, imports, exceptions, and work completed.

Accounting Processing Support

• Enter deposits received for assigned operating accounts, including satellite‑agency accounts.
• Prepare and make physical check deposits when needed.
• Assist with bank reconciliations and review operating accounts at month end.
• Maintain Ascend reminders and assist with assigned agency‑bill, payable, or payment‑processing activities.
• Enter routine deposits and checks in assigned QuickBooks companies or other accounting systems after training.
• Monitor the shared accounting inbox, route requests, maintain follow‑up, and ensure open items are not overlooked.
• Provide processing assistance to the Accounting and Operations team during month‑end and other peak‑workload periods.

Carrier Login, Access, and Permission Support

• Help team members obtain, update, and troubleshoot insurance‑carrier portal logins and permissions.
• Coordinate user access, role changes, multi‑factor authentication, shared‑email authentication, and statement‑access requests with carriers or vendors.
• Investigate unidentified deposits by identifying the carrier, agency code, producer relationship, and source of the related statement.
• Follow up with carriers until access or permissions are resolved, documenting contacts, forms, status, and next steps.
• Maintain approved credentials and access documentation in the agency’s designated secure password‑management system.
• Escalate unresolved system, carrier, or AMS access issues to the appropriate internal owner or vendor support contact.

Receptionist and Office Support

• Provide scheduled and as‑needed backup for the receptionist desk.
• Answer and route incoming calls professionally and help visitors or team members reach the appropriate person.
• Assist with incoming and outgoing mail, shared front‑desk email, scanning, and other routine reception activities.
• Help maintain dependable coverage during breaks, meetings, time off, and other coverage gaps.
• Assist with RingCentral phone‑status or routing updates and other front‑desk technology tasks after training.
• Provide general administrative support and complete special projects assigned by the Accounting or Operations team.

Process Documentation and Team Support

• Learn agency‑specific workflows and use written procedures, checklists, and training resources consistently.
• Document recurring processes, carrier‑specific instructions, common exceptions, and solutions as assigned.
• Communicate capacity constraints, unresolved exceptions, and approaching deadlines promptly.
• Protect confidential employee, client, banking, payroll, carrier, and agency information.
• Cross‑train with members of the Accounting and Operations team to build reliable backup coverage.

Required Qualifications

• High school diploma or equivalent; additional education in accounting, business administration, finance, or a related field is helpful.
• Strong numerical aptitude and the ability to reconcile amounts accurately.
• High attention to detail, organization, and follow‑through.
• Ability to learn multiple systems and apply training to new situations quickly.
• Comfort working with spreadsheets, email, shared documents, web portals, and routine data entry.
• Professional communication skills for working with employees, carriers, vendors, and callers.
• Ability to manage recurring deadlines and shift priorities during month‑end or coverage needs.
• Ability to handle confidential financial, employee, and system‑access information appropriately.

Preferred Qualifications

• Experience in administrative support, bookkeeping, accounts receivable, accounts payable, banking, commissions, or insurance operations.
• Experience with Microsoft 365, Excel, Teams, Outlook, QuickBooks, agency‑management systems, CRM systems, or secure password managers.
• Prior experience with insurance‑carrier portals, user access, permissions, or multi‑factor authentication.
• Experience in a role requiring both independent problem solving and customer‑service support.

About Us:

At Legacy Insurance Partners, we are dedicated to providing top‑tier insurance solutions with a commitment to dependability, growth, and client satisfaction. As a mid‑size insurance agency with aspirations for expansion, we empower our team to thrive in a collaborative and supportive environment.

Legacy Insurance Partners is committed to providing equal employment opportunities. Employment decisions are based on business needs, job requirements, and individual qualifications, consistent with applicable law.