Senior Administrative Assistant - Claims Support/Human Resources

Omnitrans•San Bernardino, CA

About The Position

Omnitrans, provider of public mass transit for the San Bernardino Valley in Southern California is seeking a highly skilled professional to join our award-winning team. The ideal Candidate hired will provide high-level support and assistance to the Director of Human Resources. Performs a variety of clerical and administrative duties involving record keeping, report preparation, and communication with outside organizations and the public regarding the Agency’s liability and subrogation claims.

Requirements

Associate degree (A. A.) from a two-year college or university; and two (2) or more years in an administrative or similar role or an equivalent combination of education and experience.
Must be able to compile and transcribe meeting minutes.
Ability to communicate effectively both orally and in writing.
Ability to transcribe to typed copy from recorded dictation.
Ability to keep confidential information.
Ability to organize and plan workload.
Ability to juggle multiple responsibilities.
Ability to establish and maintain effective working relationships with others.
Ability to maintain a professional image and effectively deal with the public.
Must be proficient in the use of English grammar and punctuation.
Knowledge of personal computers and basic office equipment.
Ability to work effectively with elected officials.
Must be proficient with current business operating systems, software, and programs.

Nice To Haves

Relevant experience in claims and risk management responsibilities preferred.

Responsibilities

Perform highly responsible duties as the primary and confidential assistant to the Director of Human Resources relieving him/her of a variety of secretarial and administrative details; plan, coordinate and organize office activities and flow of communications; maintain confidentiality of privileged and sensitive information.
Answer telephones.
Compose correspondence independently on a variety of matters including those of a confidential nature related to negotiations and grievance responses; compile, type and create various letters, forms, fliers, reports, contracts, statistical data, memoranda, newsletters, vouchers, lists and other materials as directed; prepare, format, edit, proofread, and revise written materials.
Coordinate and schedule various appointments and meetings; reserve catering services for workshops and meetings, make travel and hotel arrangements; reserve facilities; prepare and assure proper completion of reimbursement forms; maintain and coordinate calendars; prepare and disseminate calendar of events and invitations; order and maintain office supplies; coordinate and arrange special events and activities.
Maintain designated budgets and assure assigned accounts are accurate and expenditures are within requirements; initiate budget transfers as directed.
Attend a variety of meetings; prepare related notices, reports, presentations, and agendas; record and transcribe minutes; prepare and distribute minutes, updated records, documents, and reports to appropriate personnel.
Maintain paper records of liability and subrogation claims.
Sets up litigation files.
Completes file paperwork by gathering information from various sources.
Maintains case follow-up system for department staff review.
Assists in the reconciliation of financial transactions.
Verifies accuracy as well as reconciles discrepancies of attorney billings.
Delivers documents to attorneys and other agencies.
Requests and preserves records, information, and files.
Responds to court orders, subpoenas and Public Records Act requests including preparing files for records destruction.
Input a wide variety of data into assigned computer system; maintain automated files and records; create spreadsheets and generate a variety of computerized lists and reports; review and process contracts; assure timely distribution and receipt of a variety of records and reports; assure accuracy of input and output data.
Perform special projects and prepare various forms and reports; attend to administrative details on special matters as assigned; perform varied duties related to the Director of Human Resources areas of responsibility and assigned programs, as well as supports the Agency’s third-party liability claim adjustors, may support other risk management staff with special projects.
Communicate with other departments, and outside agencies to coordinate activities, exchange information and resolve issues or concerns.
Point of contact responding to claimants, attorneys, third party administrators and miscellaneous inquiries according to department policy.
Disseminates information with discretion.
Creates claim reports from information received from claimants over the phones.
Serve as back up to other clerical and administrative staff including the Executive Office as needed.
Performs other related duties as assigned.