Job Summary
Under supervision of the Executive Director of Insurance Services, relieves department management staff of administrative detail not requiring managerial level decision-making. Helps to resolve matters that arise within the department, including time-sensitive situations in the absence of management staff, through personal initiative and knowledge of insurance policies, rules and regulations. Performs specialized, complex and responsible clerical duties; and serves as recording secretary at all meetings.
Distinguishing Characteristics
This position requires the ability to work as part of a team, supporting multiple positions throughout the department. The right candidate will have a positive attitude and the ability to stay calm and practice good judgment under pressure. The Administrative Assistant will have exceptional ability to handle complex clerical tasks with superior judgment, discretion and confidentiality.
Essential Duties
- Serves as primary point of contact between the department, school districts, and employees;
- Coordinates multi-county health screening program;
- Compiles, edits and distributes quarterly department newsletter;
- Coordinates accounts payable/receivable and generates purchase orders for the department;
- Maintains detailed historical compilation of NCSMIG and NCSIG policies, procedures and Board action and responsible for the coordination of the updating, distribution and maintenance of NCSMIG and NCSIG policies;
- Compiles and completes state reports for Executive Director’s approval;
- Coordinates, reviews and submits certificates of insurance for issuance;
- Receives and coordinates materials for the preparation and distribution of agendas and committee meetings, including room scheduling and technology needs;
- Assembles data and information on reports and forms requiring considerable interpretive judgment; coordinates
- Collects backup data for communications requiring management attention;
- Compiles annual site map updates and emergency contact list for all members;
- Maintains informational and operational records;
- Initiates and drafts correspondence and answers requests for information;
- Screens reports for completeness and numerical accuracy;
- Screens department phone calls and greets visitors and the general public
Employment Standards
Knowledge of
- Policies and procedures of Joint Powers Authorities (JPA)
- Brown Act requirements for public agencies, as well as State and Federal laws and regulations of the Education, Labor and Insurance Codes
- Formal business communications, grammar and medical vocabulary
- Modern office terminology, procedures/equipment;
- Varied computer software including word processing, spreadsheets, database management and office graphics programs;
- Office practices and procedures;
- Proper English usage, grammar, spelling, vocabulary, punctuation;
- Organization of files and records
Ability to
- Work independently, with little direct supervision, using appropriate critical thinking and problem-solving skills;
- Prepare complex documents in proper format and structure, including proper preparation of business correspondence;
- Understand and comply with District, County, State and Federal procedures, policies and statutes, including those governing all aspects of insurance operations and confidentiality
- Anticipate needs and appropriately act upon requests independently;
- Work with a high level of organization both electronically and in physical formats;
- Establish and maintain positive, collaborative and cooperative working relationships with both internal and external members;
- Develop and implement office procedures to ensure complete and timely operations;
- Maintain high ethical standards for all work activity, prioritizing work and multitasking to maximize efficiency and productivity of self and others;
- Effectively convey technical information;
- Manage complex data systems and spreadsheets with a high degree of accuracy, including written, numeric and calculated data;
- Adjust to changing work conditions and timelines in a fast-paced environment, maintaining absolute confidentiality of work-related information;
- Consistently demonstrate strong aptitude, high energy and interest in learning
Education and Experience
Graduation from high school and completion of an AA/AS degree or four years of progressively responsible clerical experience. Experience in an insurance company or agency is desired but not required.
The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified.
SALARY: Range 10 on the adopted salary scale for classified employees.