Administrative Assistant - Risk Management/Legal

The purpose of this classification is to provide clerical and administrative support to the day-to-day operations of the City's Risk Management Division. Work is performed under the general supervision of a member of the Risk Management team who will evaluate work for quality, accuracy, timeliness, thoroughness, and for adherence to departmental practices and procedures.

The following duties and functions, as outlined herein, are intended to be representative of the type of tasks performed within this classification.   They are not listed in any order of importance.  The omission of specific statements of the duties or functions does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification.  Other duties may be required and assigned. 

Answers telephones; greets customers and visitors; provides assistance, requested documents and information regarding City and department programs and procedures; refers callers to other staff members as appropriate; and takes messages. 

Establishes and maintains department databases, automated files, lists, and computer records; enters and updates data in databases, to include confidential information; researches and retrieves data from information systems; queries records and reports; and generates reports, lists and other documents from databases. 

Composes, edits, types and processes letters, forms, correspondence, administrative forms, lists, spreadsheets, work orders, and a variety of reports including operational, program related reports; prepares meeting agendas, information packets, legal notices and other meeting related materials; collects and/or compiles information for inclusion in reports, charts, forms and other documents; and creates mailing lists, forms and other resources to support clerical and administrative activities. 

Prepares folders; maintains files of department correspondence, program records, legal documents, and other documents; photocopies and files documents; distributes materials via mail, facsimile and other methods of transport; and requests information from other departments and/or parties as necessary to complete department records/files. 

Assists with claims; requests information from City departments; and submits to defense and in-house attorneys, third party administrators, and any other requestor privy to information stored in Risk files/systems. 

May respond to public records requests. Reconciles confidential loss run costs into Risk Management System.  Identifies department needs for limited duty assignments; and assists in placing employees with restrictions. 

Processes and tracks legal invoices and billing statements; maintains records of legal expenses and coordinates payment processing with appropriate departments. 

Conducts and maintains annual motor vehicle records; collects and maintains files of Supervisor Reports of Incidents (SIR’s); prepares information for Incident Review Board. 

Receives, dates, and distributes incoming mail; prepares outgoing mail. 

Reviews and processes Certificates of Insurance. 

Manages and maintains Certificates of Insurance in a Risk Management Information System. 

Operates a personal computer, general office, and/or other equipment as necessary to complete essential functions, to include the use of word processing, spreadsheet, database, or other system software. 

ADDITIONAL FUNCTIONS 

Performs other related duties as required.

• Associate’s degree from an accredited college or university; and
• Three (3) years of progressively responsible clerical and/or administrative support experience in a Risk Management, Insurance, Legal, Human Resources, or similar environment; and
• Must possess (or able to obtain within fourteen (14) days of hire) and maintain a valid Florida driver's license. 

COMMUNICATION COMPETENCIES 

• Effectively communicates with supervisors, employees, other departments, contractors, engineers, companies, vendors, outside agencies, the public, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.
• Accurately and expeditiously receives and delivers messages and information to the appropriate individuals.
• Ability to prepare accurate and thorough written records and reports.
• Ability to understand and follow oral and written instructions and to complete assigned tasks with minimal supervisory direction.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software. 
• Positive and professional demeanor, along with the ability to handle inquiries and provide excellent customer service. 
• Adaptable to change.
• Maintains strict confidentiality regarding sensitive information. 
• Handles sensitive information and situations with discretion and tact. 

• Knowledge of federal, state, and local laws, ordinances, and regulations applicable to risk management
• Knowledge of Administrative policies and procedures.
• Ability to maintain accurate and organized records, files, and documents.
• Knowledge of general insurance claims and safety programs.
• Ability to provide high quality customer service.
• Ability to effectively communicate digitally, orally, and in writing.
• Ability to perform general and specific clerical and administrative functions.
• Ability to operate computers utilizing Microsoft Office programs and risk management systems.
• Ability to accurately reconcile information contained in reports.
• Ability to assist staff with Division operations.
• Ability to interface in a synergistic manner with other departments.
• Ability to maintain confidentiality and work with sensitive information.
• Ability to multitask and manage a varied workload.
• Ability to establish and maintain harmonious relationships with Supervisor, customers, other employees, other departments, other governmental and regulatory agencies, and the general public as needed.
• Ability to review and process invoices with attention to detail and accuracy.

The City of Boynton Beach, Florida, is an Equal Opportunity Employer (EEO) and Affirmative Action Employer. All applicants receive consideration for employment without regard to race, color, religion, gender (including identity or expression), marital status, sexual orientation, national origin, age, disability or any other protected classification as defined by applicable law (except as limited by Personnel Rules, Collective Bargaining Agreements, or bona fide occupational qualifications).

Title I of the Americans with Disabilities Act (ADA) protects qualified individuals with disabilities from employment discrimination. Under the ADA, a person has a disability if he/she has a physical or mental impairment that substantially limits a major life activity. The physical demands described within the job description are representative of those that must be met by an employee to successfully perform the essential functions of this job. In compliance with the ADA, the City of Boynton Beach will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

A review of this position has excluded the marginal functions of the position that are incidental to the performance of fundamental job duties. All duties and responsibilities are essential job functions and requirements are subject to possible modifications to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbent(s) will possess the abilities and aptitudes to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat of significant risk to the health or safety of themselves or others. Requirements are representative of the minimum level of knowledge, skills, and ability.