Administrative Assistant

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.

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.

Highschool diploma or equivalent knowledge, skills, and experience.

One year working in an office environment, clerical and office skill required.

Knowledge of practical and state prescribed accounting procedures for gathering, compiling and posting data.

Knowledge of and ability to use legal and insurance terminology. Ability to maintain confidentiality as it relates to department and city-wide information.

Ability to communicate in a courteous, tactful, and effective manner.

Ability to use standard office equipment and computer software like Microsoft Office Suite.

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