JOB DESCRIPTIONS
JOB DESCRIPTIONS
A. MANAGEMENT
B. ACCOUNT EXECUTIVES
C. SALES CENTER
D. CUSTOMER SERVICE
E. ADMINISTRATIVE
F. LIFE
G. USER-CREATED ITEMS
JOB DESCRIPTIONS\MANAGEMENT
A. Agency Manager
B. Controller/Accounting Manager
C. Marketing Manager
D. Sales and Production Manager
E. Sales Center Manager
F. Special Accounts Manager
G. Administrative Manager
JOB DESCRIPTIONS\ACCOUNT EXEC.
A. Account Executive/Production
B. Acct. Executive Trainee/Production
C. Placer/Special Accts. Executive
JOB DESCRIPTIONS\SALES CENTER
A. Sales Center Coordinator
B. Sales Center Assistant
C. Telemarketer
JOB DESCRIPTIONS\CUSTOMER SERVICE
A. Commercial Lines CSR Supervisor
B. Commercial Lines CSR III
C. Commercial Lines CSR II
D. Commercial Lines CSR I
E. Personal Lines CSR Supervisor
F. Personal Lines CSR II
G. Personal Lines CSR I
JOB DESCRIPTIONS\ADMINISTRATIVE
A. Executive Secretary
B. Administrative Secretary
C. Secretary
D. Cashier/Bookkeeper
E. Receptionist
F. Sr. Administrative Support Clerk II
G. Administrative Support Clerk I
H. Sr. Policy Typist/Data Input
I. Policy Typist/Data Input Clerk
JOB DESCRIPTIONS\LIFE
A. Life/Employee Benefits Manager
B. Life/Employee Benefits Coordinator
POSITION CHARTER
Position Title: AGENCY MANAGER
Objective: Under the direction of the President/Owner, to plan, lead, organize, and control operations of the agency so as to ensure the development and maintenance of a viable and profitable organization.
Salary Grade: Ungraded
ACTION STEPS:
1. Develop and maintain sufficient production levels for various lines of business, including Commercial, Personal, Bonds, Employee Benefits, and Life.
2. Develop standards, procedures, and guidelines for effective processing of all lines of business.
3. Establish procedures for proper and expeditious handling of all claims and losses.
4. Establish and maintain systems and procedures to provide accounting controls over assets, liabilities, revenues, and expenses.
5. Establish and maintain an effective personnel administration program.
6. Establish policies and procedures to provide administrative support services in an economical, uniform, and timely manner.
7. Develop and maintain a high-caliber management staff to ensure continuity of effective agency operations and a natural progression for all key positions.
8. Develop an operating plan with a market analysis, forecast/budget, and objectives for improvement and continuing analysis of the agency.
9. Participate in seminars and classes for knowledge and skill development.
10. Perform other duties as assigned.
AUTHORITY
1. Train producers and staff.
2. Hire, promote, and fire agency employees.
3. Approve agency increases within standards and guidelines.
4. Approve expense accounts (except own).
5. Enforce agency credit terms.
6. Coordinate interdepartmental contacts.
7. Coordinate and control all bulletins to producers and staff.
8. Control placement of business.
9. Approve job charter and organizational changes.
10. Approve expenditures.
Position Title: CONTROLLER AND/OR ACCOUNTING MANAGER
Objective: Under the direction of the Agency Manager, to plan, establish, lead, control, and maintain systems and procedures so as to provide accounting controls over assets, liabilities, revenues, and expenses.
Salary Grade: 12
ACTION STEPS:
1. Design and establish new systems and maintain and alter existing systems for the collection and classification of accounting, statistical, and financial data.
2. Establish and maintain accounting controls over assets, liabilities, and expenses.
3. Maintain adequate liability accounts for all legitimate obligations of the companies.
4. Maintain a complete set of accounting ledgers, supporting books, and records.
5. Complete the timely issuance of accurate financial statements and accounting and statistical reports.
6. Control timely submission of all required statements and reports to regulatory bodies.
7. Control banking arrangements and the expeditious deposit of receipts in authorized depositories.
8. Complete the prompt payment of all approved and authorized obligations of the companies, including insurance claims.
9. Maintain current and accurate receivable records.
10. Select and train staff to perform the above functions.
11. Maintain close liaison with public accountants, state examiners, and Internal Revenue Service agents.
12. Provide follow-up on delinquent debtors.
13. Participate in seminars and classes for knowledge and skill development.
14. Perform other duties as required.
AUTHORITY:
1. Hire, promote, and fire departmental employees within agency standards.
2. Recommend departmental increases within agency standards and guidelines.
3. Enforce and control agency credit terms.
4. Coordinate interdepartmental contacts.
5. Control disbursements.
6. Control revenue.
7. Negotiate with data-processing service bureau (if one is used).
8. Administer personnel activity as assigned.
9. Negotiate with banks regarding operating accounts.
10. Provide notary service.
JOB CHARTER MEASUREMENT STANDARDS:
1. Enforce agency credit terms so that receivables are in line with management standards.
2. Control expenses within areas of responsibility so that budget compliance takes place.
3. Adhere to and comply with established agency procedures.
4. Pay accounts current according to the various companies' credit terms.
5. Comply with report deadlines.
6. Be responsible for accounting practices so that audit standards are met for internal and external audits.
7. Control disbursements in line with management standards.
Position Title: MARKETING MANAGER
Objective: Under the direction of the Agency Manager, to plan, lead, and control an effective marketing function so as to ensure the development, maintenance, and growth of a viable and profitable organization.
Salary Grade: 12
ACTION STEPS:
1. Keep abreast of trends, techniques, products, statistics, and research.
Develop new, improved selling tools and aids.
2. Screen and recommend training aids to be used in the development of professional products and staff.
3. Design forms that will streamline processing of business.
4. Coordinate advertising activity.
5. Control and direct the distribution/revision/improvement of your agents' manuals and agency procedure manual as it relates to production and marketing functions.
6. Conduct feasibility studies to develop additional or improved sources of revenue to the agency.
7. Keep abreast of agency's position in the industry and the position and role that competitors play.
8. Design and recommend producer/employee incentive programs.
9. Research and recommend improved data-processing reports and facilities to assist in development of sales aids to producers.
10. Control direct mail solicitation and prospecting system, and recommend improvements.
11. Explore the possibility of agency acquisitions, mergers, and so on.
12. Research and participate in developing new markets, associations, and facilities.
13. Coordinate and participate in the activities related to agents' associations to which producers belong.
14. Coordinate marketing and industry development bulletins to keep producers and staff informed.
15. Participate in seminars and classes for skill and knowledge development.
16. Perform other duties as assigned.
AUTHORITY:
1. Develop new, improved marketing aids.
2. Hire, fire, and promote departmental employees.
3. Develop a training program.
4. Recommend departmental increases within agency standards and guidelines.
5. Approve departmental expense accounts.
6. Coordinate interdepartmental contacts.
7. Develop and recommend an advertising/promotion program and develop a budget to cover it.
8. Develop and prepare marketing program. Prepare the market analysis for annual planning meeting and operating plan.
9. Initiate agency merger/acquisition activities.
JOB CHARTER MEASUREMENT STANDARDS:
l. Control expenses to comply with budget standards.
2. Develop and control a marketing program that will provide adequate leads
and prospects to allow the agency to meet its volume and income forecast.
Position Title: SALES AND PRODUCTION MANAGER
Objective: Under the direction of the Agency Manager, to promote the development and maintenance of production levels so as to provide the agency with the capability of reaching profit and growth objectives.
Salary Grade: 13
ACTION STEPS:
1. Keep abreast of trends and techniques. Research and develop new, improved selling tools and aids to maintain a competitive status for the agency within the industry.
2. Select, train, and supervise Production Department staff and producers to meet production requirements (concerning mix of business, volume, and loss ratio).
3. Assist with administering an effective Special Accounts Program that will retain present major accounts and attract additional accounts for the continued profitable growth of the agency.
4. Provide assistance to producers in securing prospects, determining quotations, and other related activities.
5. Administer producer management plan: Analyze production and loss results of producers on a regular basis (taking into account monthly experience and production runs).
6. Assist producers and Production Department staff with problem areas within the agency.
7. Assist producers with claims, accounting, underwriting, auditing, and engineering problems.
8. Supervise licensing and activities related thereto.
9. Coordinate production bulletins to keep producers informed.
10. Supervise the Life/Employee Benefits Department.
11. Promote intercommunication among departments.
12. Participate in seminars and classes for skill and knowledge development.
13. Perform other duties as assigned.
AUTHORITY:
1. Appoint and terminate producers.
2. Train producers.
3. Hire, promote, and fire departmental employees within agency standards.
4. Recommend departmental increases within agency standards and guidelines.
5. Approve departmental expense accounts.
6. Enforce agency credit terms.
7. Coordinate interdepartmental contacts.
8. Coordinate and control all bulletins to producers.
JOBS CHARTER MEASUREMENT STANDARDS:
1. Produce at least the forecast amount in written premiums and commission income.
2. Control expenses to comply with budgets.
3. Follow established producer management plan with emphasis on:
a: Mix of business
b: Loss ratio
c: Growth of new accounts
d: total account selling
e: Receivables
4. Assist in enforcement of agency credit terms.
Position Title: SALES CENTER MANAGER
Objective: Under the direction of the Agency Manager, to plan, lead, organize, and control the Sales Center and to assist in the administration of an effective sales/service effort so as to provide the agency with the capability of reaching growth and profit objectives.
Salary Grade: 10
ACTION STEPS:
1. Manage, direct, and develop the Sales Center.
2. Keep abreast of trends and techniques, and research and develop new, improved prospecting techniques and aids.
3. Train all Sales Center personnel.
4. Maintain ongoing lead program, contact log, diary system, quote/proposal files, and written premium activity reports.
5. Administer and control prospecting, profiling, X-dating, and follow-up program for Account Executives.
6. Schedule and coordinate appointments and sales/service calls with Account Executives and mail correspondence as required.
7. Assist Account Executives in obtaining necessary information for proper submissions and distribute quotes, proposals, and policies as determined.
8. Monitor producer activity to ensure adherence to agency's credit policy.
9. Administer data/word processing marketing program.
10. Maintain ongoing mailing list of existing clients/prospect for newsletters and mail as scheduled.
11. Maintain a direct communication line with other departments for prospects/clients and processing of new business.
12. Assist in administering ongoing incentive programs for producers.
13. Monitor Account Executive's messages and follow up as necessary.
14. Assign leads/prospects to Account Executives according to designated models.
15. Monitor and evaluate the effectiveness of the Sales Center concept, offer recommendations, and implement and perform all work necessary as a result of the recommendations.
16. Attend sales and management meetings as needed.
17. Participate in seminars and classes for knowledge and skill development.
AUTHORITY:
1. Hire, promote, put on probation, and fire all Sales Center personnel.
2. Contact prospects/clients as needed.
3. Schedule appointments with prospects/clients on behalf of the producer.
4. Input/maintain the marketing files.
5. Maintain/control all mailing lists.
JOB CHARTER MEASUREMENT STANDARDS:
1. Control expenses within areas of responsibility so that budget compliance takes place.
2. Supervise development and growth of personnel.
3. Submit required reports to management in a timely manner.
4. Adhere to and comply with established agency procedures.
5. Adhere to standards of performance for service.
6. Produce adequate leads/prospects to allow Account Executives to meet their production objectives.
7. Keep producer appointment scheduling ahead for two weeks.
8. Maintain an up-to-date prospect mailing list.
9. Coordinate submissions by producers to see that they meet established turnaround time standards.
Position Title: SPECIAL ACCOUNTS MANAGER
Objective: Under the direction of the Agency Manager to plan, lead, and control survey and placement activity for defined special risks and administer an effective special risks program that will retain present major accounts and attract additional accounts for the continued profitable growth of the agency. Must be licensed as a Property/Casualty producer. Special Risks are defined as: house accounts, Commercial accounts generating in excess of $10,000 in written premium, those accounts requiring retro or special rating plans, and other accounts as assigned.
Salary Grade: 13
ACTION STEPS:
1. Manage and direct the Special Accounts Unit.
2. Keep abreast of trends and techniques. Research and develop new and improved selling tools and aids to maintain a competitive status for the agency within the industry.
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