Administrative Assistant

Mountain West Insurance & Financial Services, LLC; Farmington (NM); On-site; USD 26,000 - 37,000; Full time

Benefits offered by this job

Medical

Dental

Vision

401k with company match

Paid Time Off (PTO)

Job summary

Mountain West Insurance & Financial Services, LLC is seeking an Administrative Assistant to deliver a positive first impression for clients in person or by phone. You will handle clerical duties, maintain records, and support office operations with strong communication and organization.

Proficiency in MS Office, confidentiality, and excellent interpersonal skills are essential. The role includes meeting coordination, document preparation, and basic cashier duties as needed in a professional

Qualifications

• Proven experience as administrative assistant or in a similar role.
• Ability to maintain confidentiality and handle sensitive information.
• Exceptional customer service and interpersonal skills.

Responsibilities

• Greet and assist clients, in person or by phone, ensuring a positive experience.
• Manage calls, direct inquiries, and provide accurate information.
• Perform clerical duties, deliver messages, and update records.
• Stock office supplies and maintain waiting area appearance.
• Schedule conference rooms and attend meetings as directed.
• Retrieve insurance notifications and client account items electronically.

Skills

Office skills

MS Office proficiency

Organizational skills

Project management

Follow-through

Self-motivation

Team collaboration

Interpersonal skills

Reasoning skills

Attention to detail

Communication skills

Integrity

Insurance knowledge

Tools

MS Office

Job description

Delivering Peace, Empowering your Potential, and Fortifying the Future.

As an Administrative Assistant it is your responsibility to excel in the role of providing a positive initial experience for clients visiting the office or making direct calls to any of the Mountain West branch offices. Proficiently execute administrative tasks through effective verbal and written communication. Skillfully handle phone calls, mail, faxes, supplies, bills, and inquiries. Additionally, adeptly prepare and compile a range of insurance-related documents in accordance with agency procedures and functions, utilizing various electronic systems.

Performance Expectations/Responsibilities

• Greet and assist clients, both in person and over the phone, ensuring a positive and professional experience.
• Manage incoming calls, direct inquiries to the appropriate department, and provide accurate information as needed.
• Perform essential clerical duties vital for the smooth functioning of the agency's office and business, such as delivering messages, handling limited cashier duties, and updating lists and records.
• Stock supplies as necessary to support the daily operations of the office.
• Maintain the appearance of the waiting area to ensure a welcoming atmosphere.
• Coordinate the scheduling of conference rooms for meetings and appointments.
• Actively participate in and attend various meetings, conferences, and workshops as directed or scheduled.
• Electronically retrieve insurance notifications, including policies, endorsements, and all other items related to client accounts.

Compensation & Benefits

• $19 - $27 per hour
• Medical, Dental, Vision, 401k with company match
• Paid Time Off (PTO)

Required Skills

• Office Skills: Proficient in filing, keyboarding, secretarial, and general office clerical tasks.
• Computer Proficiency: Efficient use of computer data and office equipment. Proficient in MS Office suite and general office software.
• Organizational Skills: Strong organizational and time management skills, with the ability to prioritize tasks effectively.
• Project Management: Demonstrated ability to manage multiple projects simultaneously and meet deadlines.
• Commitment and Follow-through: Commitment to seeing work projects through to completion.
• Self-Motivation: Self-motivated with meticulous attention to detail.
• Team Collaboration: Ability to work collaboratively in a team environment as well as independently.
• Interpersonal and Conflict Resolution Skills: Strong interpersonal skills with the ability to handle conflict resolution effectively.
• Reasoning Skills: Possess strong reasoning and problem-solving skills.
• Accuracy and Attention to Detail: Pays attention to detail and maintains a high level of accuracy in tasks.
• Communication Skills: Excellent written and verbal communication skills.
• Integrity: Maintain honesty and integrity at all times.
• Insurance Knowledge: Knowledge of insurance terminology and processes is a plus.

Education/Training Requirements

• Proven experience as an administrative assistant or in a similar role.
• Ability to maintain confidentiality and handle sensitive information.
• Exceptional customer service and interpersonal skills.

Work Environment/Physical Demands

• Extended periods of sitting at a desk while using a computer and other office equipment.
• Repetitive motion tasks, such as typing, data entry, and phone use.
• Occasional lifting of files or other materials, typically weighing up to 20 pounds.
• Ability to move freely around the office space to collaborate with colleagues or access office resources.
• Visual acuity to read documents, screens, and fine print on documents.
• Manual dexterity to operate office equipment and handle paperwork efficiently.
• Ability to maintain focus and attention to detail in a sometimes fast paced and multitasking environment.
• The office environment typically has a moderate noise level consistent with a professional office setting.
• Some travel may be required for this position, primarily for attending training sessions, conferences, or meetings with clients or stakeholders. A valid driver's license and reliable transportation may be necessary for travel to off-site locations.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Please note that this job description is subject to change at any time and does not encompass all responsibilities, duties, or activities that may be required of the employee. Additional tasks, responsibilities, and duties may be assigned as deemed necessary by management.