Administrative Assistant

JOB Provides customer service to callers and office visitors. Serves as the primary administrative point of contact for insurance issues. Provides administrative support to Risk Management and to other Legal staff, as needed.

EXAMPLE OF DUTIES

This job description is illustrative only and is not a comprehensive listing of all job functions performed. The following are essential duties for this position, performed with or without reasonable accommodation: Primary Maintains insurance schedules, inventories, and certificates. Processes paperwork and maintains databases related to workers compensation claims, automobile incidents, property damage, insurance investigations, and all other claims. Documents and routes all notices of claim sent to the city. Maintains all materials pertaining to claims filed against or by the City. Drafts insurance correspondence, as directed. Receives, verifies, and routes all Risk Management invoices and reimbursements to ensure appropriate and prompt payment. Prepares appropriate memoranda associated with invoices and reimbursements. Prepares information for periodic meetings between the City's insurance provider and the Risk Manager. Responds to phone inquiries and/or routes caller to appropriate person, department or agency. Greets office visitors and answers questions. Provides administrative support to the Director of Safety and Training. Coordinates safety policies, procedures, and specialized training programs. Secondary Maintains Legal Department web pages. Orders office supplies as needed and processes incoming and outgoing mail. Back-up for other Legal Department Administrative Assistants in their absence. Assists attorneys with scheduling appointments, conference and transportation reservations, training, and coordination of department activities. Performs related duties as required. Takes all reasonable steps to maintain a safe work environment.

SUPPLEMENTAL INFORMATION DIFFICULTY OF WORK

Performs duties in a modern office environment with no unusual physical demands. Observes routine hours and occasional overtime or evening meetings, as required. Work requires concentration, attention to detail, and contact with difficult members of the public can occur. Occasionally accompanies the Risk Manager or Risk Trainer on site visits.

PERSONAL WORK RELATIONSHIPS

Maintains frequent contact with other city departments, and the public for a variety of purposes, including receiving daily assignments, assuring the proper accomplishment of duties and departmental services, and explanation of department policies and procedures