Executive Assistant – Risk Management & Public Records

Monroe County Board of County Commissioners•Key West, FL

6d•Onsite

About The Position

This position performs advanced clerical and administrative work in support of the Risk Management and Public Records functions within the Monroe County Attorney’s Office. This position will assist Risk Management personnel with the operation of the County’s liability and property insurance program and with claims processing. This position will further assist Public Records and County Attorney’s Office personnel with the preparation of the County’s responses to public records requests, subpoenas, and similar document-intensive functions.

Requirements

Associate's degree and at least three (3) years of progressively responsible experience in the field of public-sector risk management, Florida records management, or litigation paralegal is required.
Additional years of experience may substitute for formal education requirements.

Nice To Haves

Associate in Risk Management (ARM), Florida Certified Records Manager (FCRM), or Florida Registered Paralegal (FRP).

Responsibilities

Assists Risk Manager in maintaining current and accurate schedules for insured County assets, including real property, contents, and automobiles.
Assists Risk Manager in the preparation of applications supporting the implementation or renewal of County insurance policies.
Coordinates with other County Departments to collect necessary information for submission.
Assists Risk Manager and County Attorney personnel with the preparation of annual Risk internal service fund billings.
Assumes primary responsibility for the maintenance of claim files in the Risk Management electronic database.
Receives incident reports, creates claim files, and ensures each file remains current and complete throughout the life of the claim.
Maintains and organizes Risk Management files and records, ensuring accuracy, accessibility, and appropriate retention in compliance with public records requirements.
Maintains a comprehensive working knowledge of Florida Public Records Law, including statutory exemptions, disclosure requirements, and records retention schedules.
Provides assistance to Public Records and County Attorney personnel in the collection, preparation, and distribution of documents required for responses to public records requests, subpoenas, litigation discovery, and other document-intensive functions.
Assists Risk Manager and County Attorney or designee in the processing of settlement and judgment payments, as well as third-party payments related to subrogation actions, insurance claims, and public records charges.
Applies strong organizational skills to manage claim files, insurance schedules, and other Risk Management records while effectively prioritizing multiple tasks and meeting time-sensitive deadlines.
Exercises analytical thinking and initiative in identifying, analyzing, and resolving a variety of administrative or procedural issues.
Maintains strict confidentiality of sensitive or privileged information.
Establishes and maintains effective professional relationships with staff, counterparts in other County departments, and external agencies.
Demonstrates considerable working knowledge of electronic document programs, including Adobe Acrobat, Microsoft Word, and Excel.
Maintains inventory of office supplies and equipment required for Risk Management and Public Records operations; places orders as needed and verifies receipt of items.
Maintains supporting documentation for all purchases.
Prepares and submits required reports accurately and in a timely manner.
Answers office phones and directs calls to appropriate staff members.
Performs general administrative and clerical duties to support Risk Management, Public Records, and County Attorney operations as needed.
Performs other related job duties as assigned.
Maintains working knowledge of the Monroe County Personnel Policies and Procedures, Administrative Instructions, Department Operating Procedures, and applicable Statutes and Regulations.
Responsible for ensuring others also adhere to these standards.
In the event of special, emergency, or disaster situations, employee may be required to work schedules other than those for which they are regularly scheduled in any capacity deemed appropriate.