Administrative & Accounting Support Specialist

Full-Time:
Monday through Friday- 8:30am - 5:00pm

Hybrid Schedule (Once Trained): 3 days In-Office

Training Schedule
: 5 days In-Office for 6 months, until fully trained

The Administrative & Accounting Support Specialist provides hands‑on support across the agency’s accounting and operations functions. The role focus will be on Commission processing, accounting support, front desk backup, and carrier access administration. A successful candidate will be comfortable with numbers, detailed data entry, recurring deadlines, confidential information, and persistent follow‑up with carriers and vendors.

• Pull commission statements from carrier portals and other approved sources for Property & Casualty and Health & Benefits business.
• Process recurring commission activity, including manual commission entry and available carrier or system imports.
• Complete commission imports.
• Match statements, deposits, policies, billing records, and commission entries; identify and document discrepancies.
• Assist with commission gap reports, unmatched items, and follow‑up needed to obtain missing statements or supporting detail.
• Maintain organized records of statements, deposits, imports, exceptions, and work completed.

• Enter deposits received for assigned operating accounts, including satellite‑agency accounts.
• Prepare and make physical check deposits when needed.
• Assist with bank reconciliations and review operating accounts at month end.
• Maintain Ascend reminders and assist with assigned agency‑bill, payable, or payment‑processing activities.
• Enter routine deposits and checks in assigned Quick Books companies or other accounting systems after training.
• Monitor the shared accounting inbox, route requests, maintain follow‑up, and ensure open items are not overlooked.
• Provide processing assistance to the Accounting and Operations team during month‑end and other peak‑workload periods.

• Help team members obtain, update, and troubleshoot insurance‑carrier portal logins and permissions.
• Coordinate user access, role changes, multi‑factor authentication, shared‑email authentication, and statement‑access requests with carriers or vendors.
• Investigate unidentified deposits by identifying the carrier, agency code, producer relationship, and source of the related statement.
• Follow up with carriers until access or permissions are resolved, documenting contacts, forms, status, and next steps.
• Maintain approved credentials and access documentation in the agency’s designated secure password‑management system.
• Escalate unresolved system, carrier, or AMS access issues to the appropriate internal owner or vendor support contact.

• Provide scheduled and as‑needed backup for the receptionist desk.
• Answer and route incoming calls professionally and help visitors or team members reach the appropriate person.
• Assist with incoming and outgoing mail, shared front‑desk email, scanning, and other routine reception activities.
• Help maintain dependable coverage during breaks, meetings, time off, and other coverage gaps.
• Assist with Ring Central phone‑status or routing updates and other front‑desk technology tasks after training.
• Provide general administrative support and complete special projects assigned by the Accounting or Operations team.

• Learn agency‑specific workflows and use written procedures, checklists, and training resources consistently.
• Document recurring processes, carrier‑specific instructions, common exceptions, and solutions as assigned.
• Communicate capacity constraints, unresolved exceptions, and approaching…