JOB TITLE: Operations Assistant

JOB SUMMARY: Under direction of the Operations Supervisor, the Operations Assistant will be responsible in performing clerical duties for various departments, including filing, mailing, printing, photocopying, and coordinating with Mail Room on shipments. Schedule, route, organize, and archive all assigned print production projects and ensure that jobs are completed on schedule. Maintain and update project tracking in the production database.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

1. Perform a broad range of administrative and planning functions that involve filing, ordering office supplies, preparing letters, reports, minutes and related materials from notes as well as, complex and technical operations work.; Consults with various personnel on the printing, and/or mail services needed;

2. Responsible for new office set ups; nameplate on assigned space and office supplies;

3. Running Company errands as needed;

4. Support for onsite activities;

5. Responsible for all aspects of collection and delivery of mail and interoffice mail including but not limited to: Pick-up and delivery all mail from the post office and coordinating mail receipts, sort mail using computer based software, Deliver and pick-up Picks up mail from each department, sorts interoffice mail, prepares outgoing mail by weighing and applying proper postage, preparing certified letters and packages in accordance with U S Postal requirements;

6. Maintains records indicating each department’s postage usage, and provides billing information to finance and statistical records of work completed;

7. Compose business correspondence for supervisors, managers and professionals;

8. Correspond with insured or agent to obtain information or inform them account status or changes;

9. Examine letters from policyholders or agents, original insurance applications, and other company documents to determine if changes are needed and effects of changes;

10. Modify, update, and process existing policies to reflect any change amount of coverage, or type of insurance;

11. Review and verify data, such as age, name, address on insurance applications and policies;

12. Transcribe data to worksheets and enter data into computer for use in preparing documents and adjusting accounts;

13. Assist in the maintenance of printing equipment;

14. Confirms status of mail deliveries using the Internet, as required;

15. Drives to pick up and deliver mail to the post office, loading, unloading of packages.

16. Other duties as assigned;

SKILL AND EDUCATIONAL REQUIREMENTS:

1. 1+ years’ experience in print production or in a related area is preferred;

2. Ability to manage increased levels of responsibility;

3. Familiar with Microsoft Office; ability to use Internet and adapt to new software programs and changes in technology;

4. Mechanical aptitude;

5. Ability to set priorities and perform multiple tasks;

6. Able to demonstrate ability to send and receive emails, find, open and save documents and files, perform data entry, send documents to pre-configured printer;

7. Valid Class B or C license;

8. 3 years verifiable driving experience;

9. Reliable transportation required;

10. DMV/MVR record with 2 or less moving violations;

11. Knowledge of policies, procedures and goals of assigned department;

12. Knowledge of mail collection, processing and distribution procedures;

13. Knowledge of United States Postal Service regulations for receiving, processing, metering and distributing mail;

14. Skill in using automated postal processing equipment;

15. Skill in accessing information and using database programs;

16. Skill in preparing and maintaining accurate records and reports.