Administrative Assistant - Claims

Administrative Assistant - Claims

This position provides administrative support to the Risk Management Department. Performs a variety of self-directed duties related to risk management and the insurance function. This includes developing materials for department presentations for all coverages. The position works directly with Officers, THQ and DHQ staff, insurance brokers, TPA's, state and local agencies.

Essential Duties and Responsibilities:

1. Review contracts for insurance requirements and arrange for appropriate proof of coverage through insurance broker.
2. Research and prepare insurance applications for all lines of coverage.
3. Generate and track all check request and invoices for the department and maintain record of payment by vendor.
4. Track insurance policy premiums and prepare invoices necessary to remit payment (AP Workflow).
5. Maintain captive insurance company files, including office signatures and bio's and process cash transfer forms.
6. Research and prepare insurance reports required by various state agencies.
7. Collect and organize payroll data from all Commands for state reports.
8. Assist with development and preparation of department presentations, including design and creation of PowerPoints and printed materials, scheduling events, accommodations and travel.
9. Using Sedgwick CMS and PVC systems design and prepare reports illustrating each Command's loss history.
10. Maintain insurance policy files.
11. Act as primary administrative support for Territorial Risk Management Secretary, and the Director of Claims Management.
12. Prepare monthly status memos
13. Transcribe voicemail messages as needed.
14. Assist with arrangements for interviews, investigations and depositions as needed.
15. Assist with the timely processing of suits, summons and subpoenas for Workers' Compensation claims, auto claims; general liability claims, employment practices liability claims(EPL) and sexual misconduct liability claims (SML).
16. Assist with production of files, records and related research as needed.
17. Answer telephone.
18. Handle routine correspondence.
19. Input, update and maintain the data in the Claims Management database.
20. Input, update and maintain the invoice database.
21. Prepare reports as needed from the various databases including bring-ups.
22. Prepare correspondence to administration/divisions/commands regarding status of claims. Prepare agenda narrative for presentation to the Board of Directors.
23. Prepare litigation invoices for review and approval.
24. Handle inter-departmental deliveries.
25. Make copies, send faxes, prepare materials for overnight/next-day delivery, and handle outgoing mail.
26. Prepare various documents for signature.
27. Arrange meetings, taking minutes as needed.
28. Coordinate with the Third-Party Administrator [TPA/Sedgwick CMS] to run reports [on ViaOne] for a list of claims and insurance loss information for each of the Commands on a regular basis
29. Must be organized in work area, files, etc. contributing to the efficiency and accuracy of work.
30. Must be able to comprehend assignments or to clearly and concisely ask for clarification until the assignment is understood.
31. Must exhibit dependability by arriving and leaving work on time; by taking the allotted time for lunch and breaks; by limiting personal telephone calls and socializing to break periods.
32. Must engage in conduct that enables administration to achieve its goal of providing a professional work environment and that is not disruptive to that environment.
33. Must be willing to always put forth-best effort during assigned workday.
34. Must maintain confidentiality of all legal matters.
35. Other duties as assigned.

Physical Requirements:

• Ability to sit, walk, stand, bend, squat, climb, kneel, and twist on an intermittent or continuous basis
• Ability to grasp, push, pull objects such as files, file cabinet drawers, and reach overhead
• Ability to operate telephone
• Ability to operate a desktop or laptop computer
• Ability to lift up to 25 lbs. (usually file boxes)
• Ability to access and produce information from a computer
• Ability to understand written information

Reports To: Director Of Claims Management