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Position Description

Arkansas Blue Cross and Blue Shield - NON-EXEMPT POSITION DESCRIPTION

Position:  Division Secretary - 8
Reports To: 
Division:  ConsumrRetailMkts-AgtMktg (0065)
Company:  ABCBS
Location:  Label
Job Code:  60101E
Min Salary:   29800
Date Posted:  1/10/2014

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Position Specific Requirements: No position specific requirements

Job Summary
The Division Secretary is responsible for efficient clerical assistance and administrative support for the Manager of Statewide Business-Agent Marketing. This position reports directly the Manager of Statewide Business-Agent Marketing. However, as needed, the position also provides support for the Director of Individual U-65 Products and any other division manager within Statewide Business.

Nature & Scope
This position reports to the Manager of Statewide Business-Agent Marketing. The position will be required to perform all assigned tasks, some of which may involve duties outside routine secretarial duties. For example, this position will be responsible for tracking all of the training and testing required of agents, including maintaining both physical and electronic files associated with the training. In addition, this position will be required to help coordinate efforts designed to ensure agents are conducting business according to federal and state regulations such as the annual agency compensation attestation and quarterly scope of appointment audits. This position also assists with work associated with commission corrections including researching the various systems and helping coordinate the re-assignment of commissions, as needed.  These duties require a high level of technical abilities and extensive knowledge/use of personal computer and other equipment. The Division Secretary is responsible for performing efficient general secretarial and administrative duties. These duties would include coordinating the logistics associated with annual agent trainings, sending out “blast emails” to agents, and managing the agent marketing supply room. This position also assists with ensuring the agents’ website – Blueprint for Agents – has the most current information. The person in this job position must be able to handle competing responsibilities and be able to work in a very organized manner, prioritizing work as assigned, with minimal supervision. Additionally, this position may assist other areas within Statewide Business on special projects, as needed, and as assigned.

Skills, Knowledge and Abilities

1. Superior interpersonal skills

2. Superior oral and written communication skills

3. Basic math and analytical skills

4. Must be willing to maintain current knowledge on all software packages used within the Divisions through attendance at training classes as necessary.

5. Ability to use professional etiquette, as well as the ability to speak correctly and in a professional manner, both in person and on the telephone.

6. Ability to analyze a problem and develop a solution.

7. Ability to organize work flow for maximum efficiency.

8. Must dress and conduct him/herself in a professional manner at all times.

9. Ability to function in the absence of the Manager.

Minimum Job Requirements

1. High School diploma (or equivalent). Additional business college or vocational school courses are preferred.
2. Administrative/secretarial experience is required. Experience handling problem situations preferred.
3. Good English composition, grammar and comprehension skills.
4. Accurate typing skills.
5. Proficient personal computer skills are required. Experience with Microsoft Word, Excel and PowerPoint. Testing is required

Security Requirements
This position is identified as level three (3). This position must ensure the security and confidentiality of records and information to prevent substantial harm, embarrassment, inconvenience, or unfairness to any individual on whom information is maintained. The integrity of information must be maintained as outlined in the company Administrative Manual.

Segregation of Duties
Segregation of duties will be used to ensure that errors or irregularities are prevented or detected on a timely basis by employees in the normal course of business. This position must adhere to the segregation of duties guidelines in the Administrative Manual.

The Division Secretary is accountable for:

1. Assisting the Division Managers as needed.
2. Scheduling meetings, including agent trainings that may be held around the State
3. Tracking agent training and testing.
4. Setting up and maintaining accurate and up-to-date files, including agent files.
5. Researching agent commission issues.
6. Monitoring agent website – Blueprint for Agents – and working with manager to update as needed, including completing Web Works requests.
7. Answering, receiving and forwarding incoming calls, as appropriate.
8. Opening, stamping and distributing mail.
9. Ordering supplies and managing supply room, including agent marketing materials.
10. Handling confidential information.
11. Maintaining current desk procedures.
12. Continuing personal development by staying informed of current corporate and government guidelines.
13. Other duties as assigned

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