Secretary Risk Management 1

General Summary:
The Risk Management Secretary provides administrative and operational support to the Risk Management Department. This role manages key systems supports departmental operations and serves as a point of contact for internal staff external partners and the public. Responsibilities include managing the county-wide duress system processing payments and badges maintaining records and assisting with risk-related documentation. The Secretary also acts as a backup for claims handling helping to ensure timely and accurate claim processing when needed.

Essential Duties:
Duress System Management:
Maintains and monitors the County-wide Duress System to ensure proper operation and response readiness.

Badge and Payment Processing:
Issues ID badges and processes payments for defense attorneys contractors reserves and unpaid interns.

Administrative Support:
Drafts letters meeting agendas documents reports and responses to citizen complaints.
Performs document copying distribution and filing tasks.

Reception and Communication:
Answers and directs incoming phone calls manages multiple lines and relays messages.
Greets and assists the public referring visitors to appropriate personnel.

Assistance and Backup Roll for other internal positions:
Serves as a backup for claims handling assisting with documentation coordination and communication during staff absences or peak periods. Tracking status of insurance and liability claims to ensure timely resolution and prepares and files insurance related paperwork.
Provides assistance in mass building and vehicle inspections.
Internal office research on a wide variety of topics

Financial and Budget Support:
Prepares payment authorizations and requisitions.
Assists with budget tracking expenditure updates and account balancing.

Training and Meeting Coordination:
Notifies staff and committee members of upcoming meetings or training sessions.
Tracks attendance and helps organize logistics.
May attend workshops or training events as assigned.
Operate and drive a county vehicle

Scheduling and Travel:
Maintains the department calendar and schedules meeting rooms.
Coordinates travel arrangements and processes travel-related reimbursements and advances.

Mail and Supplies:
Sorts and distributes incoming mail.
Manages office supplies inventory and distribution.

Records and Document Management:
Maintains and updates accident/incident reports.
Organizes and updates electronic files using Laserfiche.
Updates and maintains vehicle list for insurance purposes.

Other Duties as assigned.

Supervision
Received:General instruction and supervision given by Risk Manager and Risk Safety Coordinator and periodic performance review.
Given:None

Education
Required: High school graduation or its equivalent; or any equivalent combination of education and experience which provides the required knowledge skills and abilities.
Preferred:

Experience
Required:Two years of administrative experience at an in-office environment or equivalent combined experience in customer service with administrative duties.
Preferred:Experience in government legal or risk management preferred.

Certificates Licenses Registrations
Required:Required: Valid State of Texas class C drivers license.
Preferred:

Physical Demands
Typical:The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job the employee is regularly required to sit; use hands to finger handle or feel; reach with hands and arms; and talk and hear. The employee frequently is required to stand and walk. The employee must occasionally lift and/or move objects weighing up to 40 pounds such as files stacks of records or other similar objects. Specific vision abilities required by this job include close vision and ability to adjust focus.

Knowledge Skills & Abilities
Typical:Basic bookkeeping procedures and standard office practices. Establish and maintain effective working relationships with county employees representatives of governmental agencies and the general public; communicate effectively both orally and in writing; operate standard word processing and spreadsheet software; read and interpret standard policies and procedures; work with minimum supervision; organize and prioritize tasks; ability to remain calm when dealing with irate citizens.

Work Environment
Typical:The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate. The employee must frequently work under time pressures work closely with others as part of a team change tasks and perform multiple tasks simultaneously.