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Administrative Specialist 1

(Insurance Licensing Coordinator)
$2,069 - $2,846 Monthly

POST CODE: D722
ANNOUNCEMENT NUMBER: LECB6015
CLASSIFICATION NUMBER: C0107*
OPEN: January 23, 2006
CLOSE: February 3, 2006
LOCATION: Salem

GENERAL INFORMATION

  • This position is with the Insurance Division, Consumer Services Section, Producer Licensing and Continuing Education Unit, of the Department of Consumer and Business Services (DCBS), and is located in Salem.
  • This recruitment will be used to establish a list of qualified people to fill the current vacancy in Salem. Only those applicants that indicate their interest in working in Salem will be considered further. Please be sure to mark Salem (24M) or Salem Metro Area (SMA) on your State of Oregon Application form.
  • NOTE: If you are a HIRE System candidate and you are interested in being considered for this position, you must: (a) complete the application process described in this recruitment announcement and (b) submit your completed application materials by the close date listed on this announcement to the address listed in the HOW TO APPLY section.
  • The classified employees of the Department of Consumer and Business Services are represented by the Service Employees International Union (SEIU), Oregon Public Employees Union (OPEU) and the American Federation of State, County and Municipal Employees (AFSCME). The position being recruited for in this job announcement is represented by SEIU, OPEU. Union members pay union dues non-union members pay "fair share."

TO QUALIFY

Your PD100 application form will be reviewed to verify that you meet the qualifications stated in this section. (Be specific in describing your experience.) To be considered for this position, your application form must clearly show that you have:

  • three years of clerical/secretarial experience which included: (a) two years at a full performance level performing typing, word processing, or other generation of documents and (b) lead work responsibility or coordination of office procedures.

Courses or training in Office Occupations or Office Technology may be substituted for up to one year of the clerical/secretarial experience.

No substitution will be made for the two years at the full performance level.

Note: All applicants using college degrees or coursework to qualify must submit a photocopy of all related college transcripts along with their application in order to receive credit for the college degrees and/or coursework. Transcripts must include applicant's name; coursework completed; and indicate that a degree was conferred.

Before completing your application form, please carefully read the HOW TO APPLY portion of this announcement for instructions.

On your application form (PD100), be specific in addressing your experience and/or training to areas listed in the minimum qualifications. If the qualifying experience shown on the job announcement is not the main, but only part of the duty(ies) you performed in a job you are listing, you must include the percentage of time actually spent on the qualifying experience (four hours of a 40 hour week performing bookkeeping duties = 10%; or, five hours of a 20 hour week =25%). Credit for work that is less than full time is pro-rated based on a 40-hour week.

IF YOU QUALIFY

With your completed application, you must submit a cover letter, not more than two (2) pages, describing your training and/or experience and your level of responsibility in a) providing customer service to both internal and external customers, b) performing leadworker/supervisory duties, and c) explaining how your training and/or experience matches the requirements and duties of this position.

If you do not submit ALL of the requested application materials, your application packet will be considered incomplete and will not be considered further.

Only those applicants whose background most closely matches the needs and the requirements of this position will be contacted for an interview.

DIVISION / SECTION

The Insurance Division is charged with protecting the insurance-buying public by ensuring the financial soundness of insurers, the availability and affordability of insurance, and the fair treatment of insureds and claimants. The division collects and audits taxes of licensed insurance companies and surplus line businesses. Functions include licensing, regulating, and monitoring the conduct of insurance companies, health care service contractors, fraternal benefit societies and the agents of these entities, and providing insurance consumer services and information to individuals and consumer groups. All types of insurance are covered including life, health, property, casualty, and title.

The Consumer Services Section assists insureds in resolving complaints against insurers and producers; develops pro-active public education materials and programs to empower citizens to become educated consumers. The Section establishes licensing requirements for insurance producers and adjusters and is responsible for all record keeping functions for these licensees; develops and administers pre- and post- licensing programs, and takes other actions necessary to protect the insurance-buying public. The section is also responsible for budget, personnel and administrative functions for the Division.

The Producer Licensing and Continuing Education Unit establishes licensing requirements for insurance producers and adjusters and is responsible for all record keeping functions for these licensees.

DUTIES AND RESPONSIBILITIES

This position handles various administrative duties necessary to license and terminate licenses of insurance producers, consultants, and adjusters, and disseminates information regarding licensing statutes and procedures. Acts as a coordinator for the Section by monitoring work flow and production. Major duties:

  • Responds to telephone, e-mail, written correspondence, and in person inquiries. Must be familiar with all applicable licensing laws and regulations to ensure correct information is given out. Must communicate and/or explain decisions relating to the approval or denial of an insurance license. Complex inquiries are referred by licensing technicians for explanation of the following: (a) required information needed for license application, (b) examination procedures, (c) license renewals, (d) company inquiries requesting licensing procedures, (e) license amendments, (f) insurance producer qualifications, (g) continuing education requirements, (h) verifies agency affiliations and requirements.
  • Performs leadworker duties as follows: orients and trains new employees; assigns and reassigns tasks to employees; gives direction to employees concerning work procedures; communicates established standards and expectations of performance to employees; reviews and approves work of employees for conformance with established standards; and provides informal assessment of employees work performance to manager on a regular basis. Must ensure essential functions of positions are performed during vacancies and absences. Assists staff with technical questions on a daily basis.
  • Reviews applications with criminal convictions and confers with manager on additional information needed for approval. Corresponds with applicants, insurance companies, insurance agencies, and courts to request necessary information.
  • Reviews and processes insurance consultant, third party administrator, and vehicle rental applications. Verifies information submitted is complete and complies with applicable laws. Corresponds in writing or by phone to request missing information or obtain clarification. Verifies errors and omissions insurance coverage meets requirements.
  • Assists manager in responding to surveys, processes military and hardship waivers of licensing requirements, follows up on non-sufficient fund checks, and is responsible for notice of administrative action letters to insurers.
  • Maintains the records retention schedule and coordinates the boxing and labeling of records for removal and retrieval to the warehouse and records center. Sorts and distributes all information received from Data Processing.

CUSTOMER RELATIONS EXPECTATIONS

Customer Service is the essence of the mission, goals and values at DCBS. The customer is our job!

Employees at DCBS are expected to work collaboratively with customers, both external and internal, and actively listen to and respect the customers' point of view.

Providing good customer relations means that all DCBS employees will ask questions to understand the customer's needs, work collaboratively with the customer to seek a solution, and communicate with the customer on all solutions/outcomes, even if the outcome is different from what the customer anticipated.

WORKING CONDITIONS

  • Work in an open office environment in a cubicle workstation.
  • Must meet high volume of work quotas as well as time sensitive deadlines.

You must have a valid driver's license and a satisfactory driving record. Note: Prior to an offer of employment, the Department of Consumer and Business Services will conduct a driving record check.

MARKETING AND OUTREACH TRACKING/EVALUATION

DCBS is tracking and evaluating its marketing and outreach efforts. Where did you hear about this position (you can mark more than one), and please be specific. Please include this section with your completed application materials.

State Jobs Page Newspaper Ad – list newspaper:
Monster.com Other Web site – list address:
Employment Department Referral or from iMatch System
Referral from individual – list name(s):
Heard at community/professional organization meeting – list organization:

HOW TO APPLY

SUBMIT THE FOLLOWING:
  • a COMPLETED State of Oregon application (form PD100),
  • the completed Supplemental Applicant Questions (attached to the end of this announcement),
  • the completed Marketing and Outreach Tracking/Evaluation section,
  • photocopies of college transcripts, if you are using a degree or coursework to qualify,
  • a cover letter, not more than two (2) pages, describing your training and/or experience and your level of responsibility in a) providing customer service to both internal and external customers, b) performing leadworker/supervisory duties, and c) explaining how your training and/or experience matches the requirements and duties of this position.

Qualified candidates whose background most closely matches the needs and requirements of this position will be contacted for an interview.

If you do not submit ALL of the requested application materials, your application packet will be considered incomplete and will not be considered further.

PLEASE NOTE: The State of Oregon does not have procedures or policies in place for VISA sponsorships. Within three-days of hire, applicants will be required to complete the US Department of Justice's I-9 form confirming authorization to work in the United States.

Copies of applications, supplements, and job announcements may be obtained from:

  1. the State's Jobs Page at www.oregonjobs.org
  2. the Department of Consumer and Business Services (DCBS) Human Resources Services, DCBS web site at www.dcbs.oregon.gov or by calling the DCBS Jobline at (503) 378-8980;
  3. local Oregon Employment Department field offices,
  4. most state agency personnel offices, or
  5. kiosk sites which are strategically located in public places (such as malls, libraries, grocery stores, etc.) throughout the state (local Employment Department offices can advise Kiosk locations).

Information about the Department of Consumer and Business Services may be obtained by visiting the DCBS Web Page at: www.dcbs.oregon.gov

If you have a disability and need assistance with the application process, you may call voice/TTY (503) 378-3200.

MAIL completed application materials, to arrive before 5:00 p.m. on the close date, to:

Department of Consumer and Business Services
Human Resources Services
PO Box 14480
Salem, OR 97309-0405

or DELIVER completed application materials by 5:00 p.m. on the close date to:

Department of Consumer and Business Services
Human Resources Services
350 Winter St. NE, Room 150
Salem, OR 97301-3878

or FAX completed application materials by 5:00 p.m. on the close date to:

FAX (503) 378-5969

We are unable to acknowledge or verify receipt of applications due to the large volume.

AFTER your application materials have been reviewed, you will be sent a notice by mail advising: a) if your application was accepted, or b) if your application was not accepted. If you have questions about the results, you may request a review. Review requests must be submitted in writing and must be received within 10 days from the date listed in box 1 on the Application and Examination Notice. Additional information cannot be submitted with your review request. However, if your application was not accepted and if the recruitment is still open, you may submit a new application as long as it is received in our office by the close date.

SUBMIT only the required materials. Reference letters or work examples should be kept for interviews.

KEEP a copy of your application for job interviews. COPIES ARE NOT PROVIDED.

The pay on all announcements may change without notice.

This announcement is not an implied contract and may be modified or rescinded without notice.

DCBS is an Equal Opportunity, Affirmative Action Employer Committed to Workforce Diversity

 

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This document was last revised on January 23, 2006 .