POSITION TITLE: County Administrative Assistant
STATUS: Non-exempt
LOCATION: Southampton County office in Courtland, VA
REPORTS TO: County President
COMPENSATION: $17-18 Per hour
POSITION SUMMARY:
Provide administrative support to the County Farm Bureau President, County Board of Directors, special committees and to Insurance Agent(s). Additionally, this position is responsible for promoting and serving as an information resource on all Farm Bureau Services.
PRIMARY DUTIES
- Promote Farm Bureau programs and services to members. The Administrative Assistant is responsible for being knowledgeable in all programs that are offered.
- Provide general administrative support: answer phones, handle incoming/outgoing mail, prepare correspondence and reports and provide member service.
- Maintain all County Farm Bureau records and files.
- Coordinate payment of expenses after proper approval.
- Open and close office.
- Maintain the County Farm Bureau financial accounting system. Record all money transactions, make bank deposits, maintain records of savings and investments, reconcile bank statements, maintain the office change fund and tax records and assist with budget planning if requested.
- Maintain accurate county membership information by administering the membership renewal process, assigning new membership numbers, maintaining a paid listing of members as required in the Memorandum of Agreement, conducting the annual membership service check and by entering membership data into the membership system. This position is responsible for the county’s adherence to the membership policy.
- Assist with insurance applications, policy changes, preparation of loss reports and other clerical functions necessary to properly serve the membership.
- Assist in the planning and conducting of board meetings and other meetings/events if requested. This includes recording board minutes and maintaining minute books.
- Maintain good communication with the County President and Directors on issues relating to membership and service programs
- Be familiar with and maintain a file of all permanent documents of the County Farm Bureau as follows:
- County Articles of Incorporation.
- County Farm Bureau bylaws.
- Memorandum of Agreement and other agreements with VFBF and its affiliates.
- Lease and purchase agreements.
- Tax exempt letter.
- Minutes of membership and board of directors meetings.
- Deeds, Stocks, Bonds.
- Bulk mail permits.
- Insurance policies.
ADDITIONAL DUTIES
- Attend required training sessions as authorized by the County President.
- Perform other duties as requested by the County President.
MINIMUM EDUCATIONAL/EXPERIENCE QUALIFICATIONS
- High school diploma or equivalent
- Minimum one year administrative support experience or equivalent coursework
MINIMUM SKILL QUALIFICATIONS
- Basic understanding of bookkeeping and payroll
- Excellent oral and written communication skills
- Computer literate (Word and Excel)
- Strong customer service skills
- Positive attitude
- Proven ability to be diplomatic in delicate situations
- Strong attention to detail
- High degree of flexibility with the ability to multi-task
- Proven ability to work both independently and in a team environment
- Excellent organizational skills
PREFERRED QUALIFICATIONS
- P&C and Health License (required in some counties)- Must obtain license within six months of employment and must maintain license through CE credits
At VA Farm Bureau, we provide an exceptional benefits package, including ongoing job development and support in all roles, paid training and continuing education reimbursement, medical and dental insurance available on your first day, generous employee 401K contribution, excellent Paid Time off (PTO) plan and more!
Virginia Farm Bureau Companies provide equal employment opportunity in all aspects of employment without regard to race, color, national origin, religion, gender, pregnancy, age, disability, orientation or veteran status.
Skills Required
- High school diploma or equivalent
- At least one year of administrative support experience or equivalent coursework
- Basic understanding of bookkeeping and payroll
- Excellent oral and written communication skills
- Computer literacy, including Microsoft Word and Excel
- Strong customer service skills
- Positive attitude
- Ability to be diplomatic in delicate situations
- Strong attention to detail
- Flexibility and ability to multitask
- Ability to work independently and in a team environment
- Excellent organizational skills
- Property and casualty and health insurance license, where required by the county; must obtain within six months and maintain through continuing education credits
What We Do
Nearly a century ago, Virginia Farm Bureau made the state’s farmers a promise – to protect and preserve what they’d labored so hard to create. A promise to do our part to ensure a bright future for our children, and our children’s children. Today that promise extends beyond farmers. And when you’re with Virginia Farm Bureau, you have an important role in upholding it. The Virginia Farm Bureau family of companies includes: • Virginia Farm Bureau Federation • Virginia Farm Bureau Mutual Insurance Co. • Benefit Design Group Inc. • Employee Benefits Corporation of America • Countryway Insurance Co. Virginia Farm Bureau Federation is a membership organization focused on supporting and growing Virginia agriculture. Membership includes access to exclusive leadership programs, commodity representation, agricultural marketing and business development assistance, products, insurance and other services. Since 1950, Virginia Farm Bureau Mutual Insurance Co. has been protecting our members’ interests. We offer auto, home, farm and life insurance and more. We strive to be a leading insurer for all Virginians while remaining the foremost provider to Virginia's farmers. Employee Benefits Corporation of America is among the largest marketers of group insurance plans in the mid-Atlantic region and provides a variety of health care products and carriers. Benefit Design Group Inc. is a licensed and bonded third-party administrator providing sales, service, billing and administrative support for more than 400 brokers and 2000 employer groups in the Mid-Atlantic region. Countryway Insurance Co. sells products through a network of independent agents in eight northeastern states, Virginia and Kentucky. We focus on the needs of farms and rural communities. Virginia Farm Bureau is based in Richmond, Va., with over 1,000 employees throughout the state and on the Eastern Seaboard. We’re a community-oriented company deeply rooted in every county across the state, and we're expanding!
