District Travel / Risk Coordinator

District Travel & Risk Coordinator

Reports To: Director of Purchasing

FLSA Status: Exempt

Employment Status: Fulltime, 12 months

Minimum Job Requirements:

Education: Bachelor's degree in business or related field preferred

Experience: Minimum of 5 years in school finance or related business experience preferred.

Skills: Demonstrated ability to develop and recommend procurement policies and guidelines. High attention to detail, experience and skill with Windows based software, technology training, excellent written and oral skills, strong problem solving and organization skills. Ability to analyze information, high level of work ethic and creative-strategic thinking.

Essential Job Functions:

1. Manages the District Travel Desk for employees by reviewing all submitted requests, to include but not limited to coordination of travel bookings, lodging, transportation, reservations and other travel-related arrangements as required.

2. Monitors travel requisitions through electronic workflow and approval processes and follows up with departments and employees as necessary to ensure timely completion.

3. Processes and monitors employee travel reimbursements and ensures appropriate documentation, approvals, and supporting information are obtained in accordance with District policy.

4. Monitors and responds to the District travel inbox, providing guidance and assistance to employees and departments regarding travel requirements, procedures, documentation, and reimbursement.

5. Interprets and applies applicable federal and state travel requirements and District policies to ensure District travel is conducted in compliance with established regulations and procedures.

6. Develops, maintains, and periodically reviews District travel procedures, instructions, forms, resources, and website content to ensure information remains accurate, current, and accessible.

7. Identifies opportunities to improve the efficiency, consistency, and cost-effectiveness of the District's travel processes and recommends changes as appropriate.

8. Administers the day-to-day responsibilities associated with the District's liability and property/casualty insurance programs.

9. Serves as a primary liaison with the District's insurance agent and other insurance representatives regarding policy coverage, claims, renewals, documentation, and risk-related matters.

10. Reviews and investigates reported incidents and claims and gathers relevant information to assist in evaluating potential District liability and exposure.

11. Provides information and recommendations to District administration and appropriate staff regarding incidents, claims, insurance coverage, and potential areas of liability or risk.

12. Communicates with claimants and other involved parties in a professional and appropriate manner while protecting the interests, assets, and reputation of the District.

13. Works collaboratively with District departments and staff to identify deficiencies, address risk exposures, improve operational practices, and reduce the potential for loss or liability.

14. Coordinates with the District's insurance agent and appropriate District personnel during the annual insurance renewal process, including gathering requested information and documentation and assisting with review and follow-up.

15. Maintains appropriate records and documentation related to insurance policies, claims, incidents, renewals, and risk management activities.

16. Maintains confidentiality and exercises sound judgment when handling sensitive claims, employee, financial, legal, and insurance-related information.

17. Works with district agent to coordinate and expedite the annual renewal process.

18. Functions as Deputy Encumbrance Clerk and backup P-Card Administrator within the Purchasing Department.

19. Develops cooperative and functional relationships with district staff and the public; maintains consistent and punctual attendance; ensures job responsibilities are met competently and within established deadlines.

20. Assists with special projects and performs other duties as assigned.

Essential Behavior: Ability to use sound judgment in any situation. Ability to deal successfully and rapidly with changes in assignments and properly respond to applicable correspondence/communication received. Ability to project a professional company image through in-person, phone, and electronic interaction. Ability to build and foster harmonious rapport and work cooperatively with District staff and the public while achieving the objectives and goals of the position. Ability to handle problematic and/or difficult situations professionally by communicating with the appropriate person.

Attendance Statement: Able to be in attendance for assigned responsibilities with 95% attendance.

Environmental Conditions: Work is performed inside in a computerized office environment with minimal exposure to extreme environmental conditions or hazardous materials/equipment.

Physical Standards: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is continuously required to sit, talk and hear. The employee is frequently required to walk, stand, bend and stoop. The employee is required to reach with hands and continuously repeat the same hand, arm or finger motion many times as in typing and computer work. Specific vision abilities required in this job include close vision, depth perception, and the ability to adjust focus.