Analyzing a Job

Memo

To: John Smith, Hiring Manager

Date: May 18, 2012

Subject: Operational Gap

Mr. Smith,

I have been an agent/broker in the Albuquerque office (64H) for three years. In the time that I have been working here, have noticed an operational gap that I want to bring to your attention.

Currently the office consists of 10 agents working a 60 to 70 hours week to call clients, schedule appointments, perform service, hold appointments, fill out new applications, and track new business submitted to the underwriting department, and two personal assistants who assist agents/brokers with filing. There are also additional duties and responsibilities each agent/broker undertakes to maintain a smooth flow of operations in the office including ordering office supplies, servicing the Xerox machine, dealing with the IT service provider, and setting up the conference room for training sessions.

64H consistently outperforms several regional sales offices within the organization each quarter, and I strongly believe that the office can do better. As we bring in more business, the workload for each agent/broker keeps increasing. The additional workload and office duties causes delays in getting policies issued, brokerage accounts set up, and ultimately placing business. Therefore, my suggestion to you is to create a new position of an office manager, for 64H to help agents/brokers better manage their efforts and keep business growing. Below I have outlined the desired functions, responsibilities, minimum attributes, and educational background for the new position.

Job Description

Job Location

6000 Uptown Blvd. NE

Suite 480

Albuquerque, NM 87110

Purpose

The office manager position is a clerical position. The employee will be responsible for organizing, directing, and carrying out office operations and procedures to automate certain processes for agents/brokers and ensure effectiveness and efficiency.

Scope

The office manager supports sales team operations and efficiency by automating certain tasks, handling routine service calls, greeting customers, and maintaining client files.

Responsibilities

Primary Office Duties

* Design and implement office procedures to promote efficiency and productivity

* Process new business applications to ensure agent/brokers are in compliance with any applicable federal and state laws, delivers new policies issued to customers, and processes premium payments.

* Provides support for recruiting new agent/brokers including applicant testing, licensing paperwork, and maintaining recruiting materials.

* Controls correspondence by prioritizing and organizing mail and ensures outgoing mail is in compliance with established policies and procedures.

* Provides compliance training and support to personal assistants and new agent/brokers.

* Handles IT oversight issues and maintains general office equipment, including printers, fax machines, and copiers to ensure smooth operations.

* Inventory and order office supplies to ensure smooth operations

* Acts as liaison between 64H and other agencies, organizations and groups

Maintains client files

* Design and implement standardized filing system and ensure client files are in compliance with state and federal guidelines.

* Ensure client files are maintained and up to date.

* Determine procedures for retaining client files and record retention

* Ensure protection and security of client files and any documents that contain personal identification information.

* Ensure new business applications are transferred to appropriate client files.

* Dispose of client files and records according to retention schedules and privacy policies.

* Develop procedures to ensure personnel files are up to date and secure.

Requirements

Knowledge

The incumbent must be proficient in the following areas:

* Must have knowledge and experience with business administration procedures to ensure compliance with any applicable state and federal laws concerning the selling of insurance and investment products.

* Must have knowledge of human resources management policies and procedures to ensure compliance with applicable federal, state, and local laws.

* Must