Systems Administrator Administrative Assistant

Jason Street - Allegiance Insurance; Fairfield (NJ); On-site; USD 45,000 - 65,000; Full time

Benefits offered by this job

Competitive salary

Opportunity for advancement

Training & development

Job summary

A local insurance agency in New Jersey is looking for a Systems Administrator / Administrative Assistant. Responsibilities include data entry, IT troubleshooting, and customer service support. The ideal candidate will manage agency management systems and assist in ensuring accurate insurance documentation. Strong knowledge of AMS360, AgencyZoom, and QuickBooks is necessary. This position requires effective communication and the ability to multitask in a fast-paced environment.

Qualifications

• Ability to communicate complex issues effectively.
• Adept knowledge of insurance products and industry operations.
• Familiarity with office hardware installation and troubleshooting.

Responsibilities

• Handle customer interactions via phone and in-person.
• Ensure accurate data entry and reporting in AMS360.
• Assist with management of insurance documentation and payments.

Skills

Knowledge of AMS360

Knowledge of AgencyZoom

Knowledge of QuickBooks

Verbal and written communication

Ability to manage multiple tasks

Education

College education or equivalent insurance experience

Tools

AMS360

AgencyZoom

QuickBooks

Job description

Benefits

• Competitive salary
• Opportunity for advancement
• Training & development

Job Summary

The Systems Administrator / Administrative Assistant will be responsible for data entry, IT installation and troubleshooting, and customer service. You will assist producers and CSRs by managing the agency management systems (AMS360) (Commercial/Personal Lines/Life and Benefits Accounts).

Responsibilities

• Customer Services: answer phones and greet customers.
• Manage AMS360 to ensure all reporting is accurate and that all policies are entered from Agency Zoom.
• Manage AgencyZoom to ensure that producers enter in all their premium sales into the system.
• Manage QuickBooks to ensure that the Agency’s bank reconciliations are done on a monthly basis.
• Manage the accounts, notes, and passwords in the Bitwarden password storage system on a daily basis.
• Enter the producers’ policy premiums into AMS360 to generate their commission reports on a monthly basis.
• Enter in the producers’ commission policies into AMS360 on a daily basis before commissions.
• Maintain IVANS downloads in AMS360, and authorize the downloads every day.
• Process and review insurance documentation, and ensure all documents are complete.
• Take payments from customers, and process them through the ePay portal, the BILL portal, or the specific payment portal that their policy dictates.
• Serve as a backup for other jobs as necessary.
• Help producers and CSRs with any questions they have regarding AMS360 and AgencyZoom.
• File and maintain customer insurance files. This information is personal and confidential.
• Apply and renew any Insurance Licenses the producers and CSRs have in both their resident and non-resident states.
• Handle both the search process and the onboarding process for new insurance carriers.
• Complete and submit applications and related documentation to appropriate insurance markets.
• Identify and develop insurance prospects and appropriate markets.
• Create and maintain client or prospect lists.
• Schedule staff meetings for the entire agency in Microsoft Outlook on a monthly basis.
• Schedule onboarding meetings with insurance carriers on behalf of the entire agency in Microsoft Outlook.
• Prepare, request, and send binders to insureds.
• Educate clients concerning agency payment expectations and cancellation procedures.
• Retention and Continuous Marketing: explain coverages and exclusions and document explanations in AMS360 for future reference.
• Work with clients to ensure limit and coverage adequacy.
• Provide needed information and clarifications about clients to company personnel, and document system by transaction date.
• Review existing policy coverages, at least annually, to upgrade accounts and remarket, if necessary.
• Assist producer staff to collect client information in preparation of schedules of insurance, summaries, and renewal proposals.
• Review appropriate policy change requests and other account activity.
• Document automated file as appropriate. Use each client contact as an opportunity for coverage review and marketing of needs covered.
• Recommend and help insureds carry out loss control programs, independently and with company loss control staff.
• Contact insureds to assist in collecting past due premiums or audit amounts.
• Retain assigned percentage of accounts at each renewal.
• Continue to develop relationships with the insured.
• Accept and handle any duties/prospects as assigned by agency management.

Personal and Organizational Development

• Participate in sales meetings.
• Identify training needs with assistance from managers. Develop a personal improvement plan and take responsibility for learning and improving technical and sales skills regularly.
• Read and interpret technical manuals and insurance information from carriers, vendors, publishers, etc.
• Organize staff events.
• Order food and catering for events.
• Maintain office supply inventory.
• Install new office hardware such as monitors, printers, computers, phone systems, Bluetooth accessories (like keyboards), etc.
• Fix hardware and software issues for any computers or printers that malfunction.
• Mail out checks to insurance carriers, banks, or clients that we need to pay.
• Mail out important documents to insurance carriers and clients when they are asked for.

Knowledge, Skills, and Abilities

• College education or equivalent insurance experience.
• Adequate knowledge of AMS360 and AgencyZoom.
• Adequate knowledge of the QuickBooks bookkeeping system.
• Ability to communicate verbally and in writing with others, to explain complex issues, to receive and interpret complex information, and to respond appropriately.
• Ability to understand written and oral communication and to interpret abstract information.
• Adequate knowledge of insurance products and usages.
• Adequate knowledge of rating procedures, coverages, and industry operations to effectively manage, maintain, and write assigned client and prospect lists and enter into AMS360 and AgencyZoom.
• Adequate knowledge of insurance markets and reference to markets.
• Knowledge of insurance rating and underwriting procedures.
• Ability to carry out complex tasks with concrete and abstract variables.
• Ability to add, subtract, multiply, and divide whole numbers, and to perform simple calculations involving decimals and fractions with accuracy.
• Ability to utilize computer programs and understand functionality.
• Ability to process written and other materials visually.

Working Conditions

High-pressured, fast-paced environment with significant telephone and personal disruption.

Large number of multiple steps in complex system performed with accuracy and speed is essential to the successful completion of tasks.