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Administrative Coordinator I

2 months ago

Louisville Kentucky, United States Kentucky Farm Bureau Mutual Insurance Company Full time

Overview:


Support the Vice-President of Product & Risk Management along with the Directors in fulfilling the responsibilities of an Administrative Coordinator.


Key Responsibilities:
Execute tasks assigned by the Vice-President and Directors efficiently.

Facilitate problem-solving and resolution processes.

Organize the Vice-President's workload, schedules, and meetings effectively.

Oversee, monitor, and report on all aspects of the departmental budget.

Demonstrate strong organizational skills and decision-making capabilities, while working effectively under pressure and maintaining confidentiality.

Keep the Vice-President updated on relevant changes and events.

Participate in Staff Meetings to record, transcribe, and disseminate minutes.

Attend additional meetings as required to document and distribute minutes, including annual conferences and conventions.

Assist at significant events such as the Kentucky State Fair and the Federation's Annual Meeting.

Manage all correspondence directed to the Vice-President with attention to detail.

Maintain an active Notary Public Commission for notarizing essential documents.

Handle phone calls and emails for the Vice-President and provide backup support for Directors and other staff as needed.

Ensure consistent attendance as physical presence in the office is required.

This list of essential functions is not exhaustive and may be supplemented as necessary.

Additional Responsibilities:

Conduct research and prepare documentation on policy issues for the Vice-President's review.


Process invoices for various departmental needs, ensuring proper authorization and tracking for budgetary purposes.

Coordinate the Vice-President's activities and schedule meetings, preparing necessary documentation and presentations.


Review and categorize incoming communications, ensuring proper distribution and highlighting items requiring the Vice-President's personal attention.

Answer phone calls promptly and courteously; welcome visitors and guests as necessary.

Assist with or coordinate special projects as requested by the Vice-President.


Prepare reports as needed, including monthly and annual budgets, annual reports, and orientation materials for new directors.

Maintain comprehensive files and records for the Vice-President, including the department's organizational chart.

Manage files and follow up on Executive Complaints until resolution.

Keep detailed records of all invoices received and processed.

Make travel arrangements as requested by department personnel.

Sort and distribute reports accurately.

Distribute Service Award checks or recognition items.

Identify, sort, and archive departmental and company bulletins.


Track Continuing Education credits for non-commissioned agents to ensure compliance with license renewal deadlines and process their new business and renewals.

Maintain a rotation list for Friday Afternoon staff and communicate with necessary personnel.

Keep an Agency Assignments file for Underwriters, CSRs, Processors, and AUS.

Assist in planning and hosting departmental conferences and meetings.

Support administrative staff in maintaining departmental copiers and printers.

Manage records for the manual exchange program, ensuring timely updates to exchange companies as requested.

Report relevant departmental items to the appropriate committee.

Job Specifications:

Physical Demands:
Ability to sit, speak, grasp, write, and maintain normal vision/hearing (with or without correction); standing may be required.

Mental Demands:
Strong analytical thinking, problem-solving skills, and the ability to work independently under pressure.

Environmental Factors:
Standard office conditions including lighting, temperature, and noise levels.

Equipment:
Familiarity with keyboard, personal computer/printer, calculator, automobile, copier, fax machine, and scanner.

Qualifications:
Preferred Associate's degree.

A combination of formal education, training, and experience equivalent to two years of college is ideal.

Experience as an administrative assistant is preferred.

CAP (Certified Administrative Professional) designation is a plus but not mandatory.

Effective verbal and written communication skills are essential.

Accurate keyboarding, calculation, and mathematical skills are required.

Proficiency in personal computer applications, including word processing, spreadsheets, and presentation software.

Familiarity with company policies and departmental functions is necessary.