Admin Coordinator I

POSITION SUMMARY

The incumbent in this position is responsible for providing administrative support to personnel in the Risk Management Department. The position performs various complex secretarial and clerical functions to include but not limited to maintaining financial accounts, claims records, and utilizing work order system (Munis) within Risk Management. The incumbent will be responsible for maintaining attention to detail and accuracy. The incumbent must exercise considerable initiative, independent judgment, and discretion screening calls, visitors, and mail. Adherence to confidentiality standards is critical. Responds to requests for department information and customer service concerns.

Guidelines consist of county and departmental policies, insurance and legal regulations, procedures and instructions from the supervisor. Guidelines are clear and specific, but the employee must sometimes use judgment in determining which guidelines to apply in a given situation. Work is reviewed for the achievement of desired results and adherence to established policies and procedures.

Work is performed in an office setting with the employee intermittently sitting, standing, or stooping. The employee must occasionally lift light objects weighing less than 25 pounds.

Contacts are typically with co-workers, county officials, Association County Commissioners of Georgia (ACCG), insurance company representatives, law enforcement officers, vendors, and the general public.

PRINCIPAL ACCOUNTABILITIES

• Perform daily data entry into the financial system to prepare purchase orders, check requests, purchase card reconciliation, payroll entry, and any other functions assigned.
• Establish and maintain complex filing system, including appropriate archival and maintenance of records retention.
• Reconcile property and casualty loss invoices plus general department invoices and prepare management and budget performance reports as required.
• Prepare reconciliation of Casualty Loss Expense for allocation of claims cost to departments.
• Monitor inventory of needed office materials and supplies, initiates orders, and restocks supplies.
• Operate a computer to enter, retrieve, review or modify data. Verify accuracy and completeness of entered data and make corrections. Utilize word processing, spreadsheet, database, email, Internet or other computer programs.
• Maintain appropriate documentation and complete monthly reports as necessary for risk management functions.
• Obtain accident reports from appropriate agency or department and verify completeness: obtaining additional information as necessary.
• File appropriate claims electronically with county coverage/claim services provider.
• Assist the Risk Management Specialist with arranging for estimates of damaged county property/vehicles and with coordinating repairs with appropriate assignments within approved county body shop rotation.
• Coordinate repair of minor property damage with departments.
• Prepare certificates and provide administrative support for training classes as needed.
• Obtain applicant / new hire motor vehicle records (MVR), assist with annual MVR review, and maintain the database according to legal requirements.
• Maintain confidentiality of employee information, departmental issues and documentation. Maintain a Notary Public Appointment.
• Respond to routine questions or complaints regarding risk management issues, claims, procedures or other issues and initiates problem resolution. Answer phones and respond or direct to appropriate personnel.
• Perform a variety of general secretarial and clerical tasks and perform other related duties as assigned.

KNOWLEDGE, SKILLS AND ABILITIES

• Knowledge of secretarial and modern office practices and procedures. Knowledge of business English, spelling, arithmetic and vocabulary.
• Knowledge of general county operations and organizations.
• Skill in the operation of computers, software systems, and other standard office equipment. Ability to make moderately complex decisions according to established policies and procedures.
• Ability to maintain administrative, fiscal, and general records and to prepare reports and answer questions from records.
• Ability to maintain strong analytical, oral and written communication skills.
• Ability to remain confident and professional in dealing with demanding clientele in difficult circumstances. Ability to maintain complete and accurate detailed records and perform a variety of related tasks.
• Ability to establish and maintain effective working relationships with all levels of staff and the public. Ability to organize and work independently within specific job responsibilities.

DESIRABLE TRAINING AND EXPERIENCE

Graduation from high school or equivalent education is required. Ability to read, write, and perform mathematical calculations, proficient in working with computer software programs, and ability to understand the basic principles associated with this position which is typically associated with the completion of an associate degree, an apprenticeship/internship or significant experience in a similar position for two to five years. The ability to learn and comprehend new material and procedures is necessary. Willingness and aptitude to obtain certifications directly related to the job requirements is preferred. Experience with legal terminology, insurance, safety or claims is preferred. Proficiency with Microsoft Outlook, Word, Excel, and Access is preferred. A combination of education and/or relevant work experience may be substituted for minimum requirements.