701-Human Resources- P/T Operations Specialist

Village Management Services Inc•Laguna Woods, CA

10d•Onsite

About The Position

JOB SUMMARY: Under close supervision, performs clerical and administrative support duties for the Risk Management Department; maintains files and records; assists with data entry and document preparation; and performs related work as required. Work involves regular contact with community residents, department staff, and third-party representatives. ESSENTIAL FUNCTIONS: Provides clerical and administrative support to the Risk Manager. Schedules appointments and maintains the Risk Manager's calendar. Maintains insurance policy files, records, and correspondence.Enters and updates loss data, experience records, and claims logs as directed. Pulls and organizes documentation for claims reviews and policy renewals as directed. Collects and files certificates of insurance from vendors and contractors; tracks expiration dates and notifies the Risk Manager of upcoming renewals or gaps. Compiles and organizes premium payment documentation, invoices, and supporting records for review and approval by the Risk Manager. Assists with processing liability and property claims by maintaining logs, gathering documentation, and routing materials as directed. Prepares and types routine letters, memos, forms, and reports from draft copy or detailed instructions for review by supervisor. Provides general information to residents regarding the master insurance policy; refers questions and unusual problems to the Risk Manager. Assists with scheduling safety training sessions and maintaining related attendance and compliance records. Assists in preparing agendas and supporting materials for department meetings. Takes notes and distributes minutes as directed. Drives a vehicle to meetings, workshops, site visits, and other job-related responsibilities. Regular attendance required. All duties performed on-site for the Community. Works effectively with co-workers, customers and others by sharing ideas in a constructive and positive manner; listens to and objectively considers ideas and suggestions from others; keeps commitments; keeps others informed of work progress, timetables and issues; addresses problems and issues constructively to find mutually acceptable and practical business solutions; addresses others by name, title or other respectful identifier; and respects the diversity of our workforce in actions, words and deeds. NON-ESSENTIAL FUNCTIONS: Screens and refers callers and provides general responses to routine information requests. Attends seminars and courses related to risk management, insurance, safety compliance, and other areas of responsibility.

Requirements

Graduation from high school supplemented by courses in business, office administration, or a related field.
Experience dealing with the public in a business environment, keyboarding and clerical work; or any equivalent combination of education and experience which produces the following:
Knowledge of the occupational hazards and safety precautions of the job.
Knowledge of PC and applicable software programs.
Knowledge of modern office equipment, practices, systems, and procedures.
Knowledge of secretarial practices and procedures.
Ability to handle multiple tasks during the work day.
Ability to communicate effectively with various levels of management and the public.
Ability to prepare routine reports and answer questions from records.
Ability to read, understand, interpret, and explain rules and regulations.
Ability to type 55 words per minute.
Ability to take notes and transcribe rapidly and accurately.
Ability to relate to the needs and concerns of senior citizens.
Ability to maintain effective working relationships with co-workers and residents.
Possession of a valid California Driver's License.

Nice To Haves

Knowledge of basic risk management and insurance terminology is desirable.

Responsibilities

Provides clerical and administrative support to the Risk Manager.
Schedules appointments and maintains the Risk Manager's calendar.
Maintains insurance policy files, records, and correspondence.
Enters and updates loss data, experience records, and claims logs as directed.
Pulls and organizes documentation for claims reviews and policy renewals as directed.
Collects and files certificates of insurance from vendors and contractors; tracks expiration dates and notifies the Risk Manager of upcoming renewals or gaps.
Compiles and organizes premium payment documentation, invoices, and supporting records for review and approval by the Risk Manager.
Assists with processing liability and property claims by maintaining logs, gathering documentation, and routing materials as directed.
Prepares and types routine letters, memos, forms, and reports from draft copy or detailed instructions for review by supervisor.
Provides general information to residents regarding the master insurance policy; refers questions and unusual problems to the Risk Manager.
Assists with scheduling safety training sessions and maintaining related attendance and compliance records.
Assists in preparing agendas and supporting materials for department meetings.
Takes notes and distributes minutes as directed.
Drives a vehicle to meetings, workshops, site visits, and other job-related responsibilities.
Regular attendance required.
All duties performed on-site for the Community.
Works effectively with co-workers, customers and others by sharing ideas in a constructive and positive manner; listens to and objectively considers ideas and suggestions from others; keeps commitments; keeps others informed of work progress, timetables and issues; addresses problems and issues constructively to find mutually acceptable and practical business solutions; addresses others by name, title or other respectful identifier; and respects the diversity of our workforce in actions, words and deeds.
Screens and refers callers and provides general responses to routine information requests.
Attends seminars and courses related to risk management, insurance, safety compliance, and other areas of responsibility.