Job Title:   Licensing Specialist
05 / 04 / 2013
Westfield Center

JOB SUMMARY:                  Establish and maintain records related to Agency/Agent licenses, appointments with Departments of Insurance, and Agency Agreements, including Agency Performance sharing Plans. Maintain compliance with state specific Agent licensing regulations. Serve as expert resource to all business areas and agencies on agent licensing.
A.  ESSENTIAL FUNCTIONS (Listed in order of importance, frequency or sequence, 1=most important/frequent, etc.). NOTE:  Indicate non-essential accountabilities with an asterisk*.  All other functions are “absolutely necessary for this job”.
  1. Develop and maintain working knowledge of, and establish and maintain files as they relate to, Agent and Agency licenses, appointments, renewals and terminations, and conforming to state regulations. Develop and maintain working knowledge of state licensing laws and procedures aiding company compliance.
  2. Maintain agent licensing database in company’s automated system, including specific data in relation to individual agencies (including but not limited to) agency segmentation, to ensure accurate company production record and BI reporting.
  3. Establish and maintain resident agent/agency appointments with the company, to include entry of all relevant data into the Company’s database and filing appointment forms consistent with the laws of each state.  Order criminal background checks as requested for prospective appointments and all new agent appointments, adjudicate or refer to appropriate Distribution Leader, and send appropriate letters to ensure compliance with all federal and state laws.  Work closely with Distribution Management leadership, Distribution Specialists, Contract Specialists or the Agent to obtain correct and complete information to accurately complete applications, send approval notices to agents, and submit terminations to each state and to the agents.
  4. Responsible for the payment of applicable state licensing fees, such as appointments, renewals and billing non-resident agents for appointments and renewals. Verify accuracy of all billing received from state Departments of Insurance and other vendors used in performing duties. Authorize and send payment according to Company policy, up to amount authorized by Company.
  5. Develop and maintain working knowledge and establish and maintain electronic and hard copy documentation on state specific non-resident licensing and appointment requirements. Assist agents and agencies with obtaining required non-resident licenses and appointments. Assist business units and service offices to ensure compliance with the laws of each state.
  6. Communicate with Agency, Company and state Department of Insurance personnel regarding all aspects of Agent Licensing and related inquiries (e.g. checking state Department of Insurance websites for appointments/terminations, renewals and forms, discussions with agents/agencies about appointment requirements, both resident and non-resident).
  7. Assists with developing and maintaining departmental procedures relating to agency and agent licensing.
  8. (*) Performs other functions as assigned to support operations.
  1. High school graduate or General Education Diploma (GED).
  2. Demonstrated detail orientation.
  3. Proven ability to perform multiple priorities and meet deadlines.
  4. Proven ability to work effectively with various levels in the organization.
  5. Strong oral, written and interpersonal skills.
  6. Working knowledge of MS Excel, MS Word and MS PowerPoint.
  7. Working knowledge of 5.3 policy processing system, Agency Information System on 5.3 (Legacy) and AIS3.0.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job.
  1. Ability to work effectively in an office environment for 40 hours per week (including sitting, standing and working on a computer for extended periods of time).
  2. Ability to communicate effectively in a collaborative work environment utilizing various technologies such as: telephone, computer, web, voice, teleconferencing, email, etc.
  3. Ability to travel as required.
  4. Ability to operate an automobile within the parameters of the driving policy. 
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Member companies of the Westfield Group are Equal Opportunity Employers (M/F/Disabled/Protected Veteran).