OTHER AGENCIES AND ORGANIZATIONS
Florida Automobile Joint Underwriting Association
FAJUA Administrative Assistant Job Announcement
Description:
Title: Administrative Assistant
Annual Salary Range: $27,000 - $34,000
Office:1425 Piedmont Dr. E. #201A
Tallahassee, FL 32308
Closing Date: June 28, 2013
Successful applicant will initially participate in a probationary employment period.
Contact Information: If you have questions regarding this position, please contact Lisa Stoutamire @ (850)681-2003 or email lstoutamire@fajua.org.
DESCRIPTION
Aids executive staff capacity by coordinating office services such as collecting and maintaining financial data and accounting records, verify and process expense reports, invoices and check requests. Plans meetings of the members, governing committee and committees, schedules appointments, gives information to callers, assists with administrative and business detail. Handles administrative duties for General Manager.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.
- Assists in answering and directing telephone calls from a multi-line telephone system. Reads and routes incoming mail. Composes, types and files routine correspondence and other records. Coordinates and directs general office maintenance and special office purchases.
- Handles Banking matters.
- Coordinates movement of funds when necessary.
- Monitors monthly cash flow.
- Coordinates between the servicing carriers and bank on the establishment and maintenance of depository and disbursement accounts.
- Retrieves, compiles and sorts management data and documents, such as statements, invoices and checks, substantiating business transactions.
- Reviews invoices for accuracy, due dates, duplication, proper coding and signature authorization before being entered into system. Compares to budget to ensure proper codes are used.
- Verifies expense reports against the FAJUA travel policy and review for accuracy prior. Itemizes all credit card charges and advances. Ensures that Sr. Staff level of approval has been issued.
- Codes and forwards any receipts due to AIPSO or FAJUA to Accounts Receivable for deposit. Receives printed checks for distribution as instructed by invoice, check request or written procedures. Reviews check for correct amount and address prior to distribution. Prepares invoices for payment. Researches payments, invoices and generate reports when necessary.
- Manages office equipment and computer network vendor relationships which includes contacting vendors, obtaining quotes, compiles information and makes recommendations.
- Schedules appointments for manager and staff, arrange travel schedule and reservations for staff, governing committee, and committee members. Schedules and coordinates all logistics (location, meals, meeting notices, attendees) relating to governing committee and committees.
- Assists in preparation of Agendas for Annual, Board and Committee meetings. Maintenance of members, governing committee and committee minutes. Assists with the annual preparation of the budget.
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION and/or EXPERIENCE
Possession of a high school diploma or an equivalent recognized certificate. Two year certificate from college or technical school; two or more years of related experience and/or training; or equivalent combination of education and experience. Knowledge of the insurance industry, banking, meeting planning and travel arrangement. This position also requires proficiency in diverse computer software applications, including all Microsoft Office applications such as Word, Excel, PowerPoint & Access.
LANGUAGE SKILLS
Ability to read, analyze and interpret general business periodicals, procedure manuals and professional journals. Ability to write reports and business correspondence. Ability to effectively present information and respond to questions from other employees, committee members, etc.
