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Office Assistant in Chicago, IL at AF Group

Date Posted: 2/23/2018

Job Snapshot

Job Description


The Office Assistant will provide clerical and reception support for Third Coast Underwriters, including but not limited to answering telephones, greeting visitors, maintenance of office facilities and supplies, sorting mail, filing, and correspondence with a variety of people and positions. The position requires a proactive spirit, along with the ability to balance and complete many minor, disparate duties in a single day.


  • Receives and screens incoming calls, and directs appropriately or provides necessary information.
  • Composes, types, and edits correspondence in response to incoming mail, calls, and other situations dictated by job responsibilities.
  • Facilitates the flow of incoming visitors, entering them to OneFacility, greeting them courteously, and directing them according to their needs.
  • Monitors facilities-related needs, working to resolve them with the Enterprise Facilities Department and the Office of the Building.
  • Works with Information Services department to troubleshoot basic technological issues
  • Maintains office equipment, including but not limited to printer re-adjustment and Pitney Bowes updates.
  • Monitors stock of office supplies and processes orders as necessary.
  • Receives and sorts mail, date-stamping appropriate letters.
  • Works with accounts payable to process routine invoices.
  • Ships light / medium packages via UPS as directed.
  • Receives invoices from claim adjusters, scanning and importing them into OnBase with the appropriate claim information.
  • Maintains underwriting paper files, including filing "dead" folders, compiling Policy Folders, and moving policy folders to the 'expired' section as they expire.
  • Manages conference room schedule.
  • Assists directors with basic recurring forms, including but not limited to Imputed Income Forms.
  • Binds marketing materials into packets and assembles marketing folders.
  • Creates and maintains basic maps, lists, and distribution lists.
  • Completing various data-entry projects as they emerge.
  • Performs related duties as assigned.

    This position description identifies the responsibilities and tasks typically associated with the performance of the position. Other relevant essential functions may be required.



    High school diploma/G.E.D. Associate's degree preferred. Combination of relevant education and experience may be considered in lieu of a degree. Continuous learning, as defined by the Company's learning philosophy, is required. Certification or progress toward certification is highly preferred and encouraged.


    With the proper education credentials, one year relevant experience which provides the necessary skills, knowledge and abilities.


  • Excellent organizational and interpersonal skills.
  • Excellent verbal and written communication skills with good telephone manner to enhance relationships with customers.
  • Ability to exchange information clearly and concisely and to present ideas, report facts and other information.
  • Ability to use diplomacy, discretion and appropriate judgment when addressing callers.
  • Extremely organized and detail-oriented.
  • Excellent working knowledge of computers and company standard software with the ability to accurately input data of 60 wpm.
  • Ability to proofread documents for spelling, grammar and punctuation.
  • Strong work ethic and professional demeanor.
  • Ability to maintain confidentiality.


    Work is performed in an office setting with no unusual hazards.

    The qualifications listed above are intended to represent the minimum education, experience, skills, knowledge and ability levels associated with performing the duties and responsibilities contained in this job description.

    We are an Equal Opportunity Employer. Diversity is valued and we will not tolerate discrimination or harassment in any form. Candidates for the position stated above are hired on an "at will" basis. Nothing herein is intended to create a contract.

    Equal Opportunity Employer Minorities/Women/Protected Veterans/Disabled

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