Department Administrative Assistant – Risk Management

Reports To

Work Year Days

Primary Purpose

Organize and manage the routine work activities of the Risk Management Department.

Qualifications

Education/Certification:High school diploma or GEDSome college preferred Special Knowledge/Skills:Proficient skills in keyboarding, word processing, and file maintenanceEffective organizational, communication, and interpersonal skillsAbility to use software to develop spreadsheets, databases, word processing, and general office publicationsAbility to prioritize workflow to address the multiple needs of the supervisorKnowledge of basic accounting principlesWillingness to collaborate with members of an office teamAbility to maintain confidentiality of informationAbility to work independently and problem-solve as needed

Ability with Laserfiche electronic content management database software preferredExperience:Minimum of three years of administrative support experience, preferably in a public education environment

Major Responsibilities and Duties

Department Responsibilities:

Possess a general working knowledge of insurance-related principles and processes, including property insurance, auto/fleet insurance, general liability, and general claims handling procedures.

Generate and maintain detailed departmental files for all types of insurance claims, accident investigations, property damage inspections, and/or any other insurance-related response actions performed.

Coordinate District fleet vehicle registrations, annual renewals, new plate processing, and related Department of Motor Vehicle activities, including managing required documentation, payments, and records to ensure fleet compliance in collaboration with the District's Transportation Department.

Frequent districtwide travel is required throughout the work week for purposes of processing and coordinating Motor Vehicle title applications, registrations, annual renewals, and all other related Department of Motor Vehicles activities.

Process invoices and supporting documentation relating to property and casualty insurance claims.

Maintain financial records for District claims activity and generate reports as requested.

Support departmental staff with property/casualty and workers’ compensation insurance program functions, including assistance with policy renewals, certificate of insurance management, claims processing, research, and data management.

Maintain records related to elevator, boiler, backflow, natural gas testing, fire department inspections, and other applicable safety and compliance requirements.

Coordinate annual districtwide state fire drill reporting, including communicating with campuses, tracking required submissions, and preparing documentation for submission to applicable local fire department jurisdictions.

Serve as the central administration campus contact for processing maintenance-related work orders.

Participate in annual intra-district loss control training activities provided by the Risk Management Department, including safety training, new employee orientations, and all other associated loss control professional development functions.

Serve as the parent/guardian/stakeholder information and support liaison for the District’s Student Accident Insurance Program.

Office Management and Support:Coordinate the end-to-end administrative process for vendor procurement and invoicing, including verifying approved vendor status, submitting requisitions, confirming project completion, verifying supporting documentation, and coordinating payment processing with the Accounts Payable Department.

Monitor the Risk Management budget by processing change orders and budget transfers, submitting required compliance forms, reconciling purchase orders, and completing appropriate follow-up on outstanding actions.

Perform routine bookkeeping and maintain accurate financial and department records. 

Assist with the preparation and processing of purchase orders, payment authorizations, requisitions, and other financial documents.

Compile pertinent data as needed when preparing various state and local reports.

Maintain physical and computerized departmental files and records.Maintain student records as needed.

Answer incoming calls, take reliable messages, and route to appropriate staff.

Maintain schedules, calendars, appointments, reserve training rooms, and travel arrangements for department staff.

Receive, sort, and distribute mail and other documents to department staff.

Receive, store, and issue supplies and equipment.Manage the department reception desk when needed.

Communication:

Maintain effective communication and coordination with the Purchasing, Compliance, Finance, Accounts Payable, Transportation, and other District departments as appropriate.

Prepare written correspondence, forms, schedules, reports, and other documents for the Risk Management team.Update handbooks, policy manuals, and other documents as assigned.

Assist staff, parents, and community members as needed.

Maintain confidentiality.

Other Duties as Assigned

Frisco ISD retains the right to adjust the responsibilities and assignments of all positions as needed to meet the needs of the District.

Work Relationships

Frisco ISD is committed to fostering a collaborative work environment that honors and supports the social and emotional well-being of all.  Employees are expected to interact in a manner that is becoming of educators and promotes high levels of productivity for the benefit of the students we serve.

Working Conditions

Mental Demands/Physical Demands/Environmental Factors:Standard office equipment including personal computer and peripherals. Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting. Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching. Occasional light lifting and carrying. May work prolonged or irregular hours; frequent districtwide travel. Work with frequent interruptions; maintain emotional control under stress.

Disclosure Statements

The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.  The Frisco Independent School District is an equal opportunity employer and does not discriminate against applicants or employees because of race, national origin, gender, age, religion, or disability status of otherwise qualified individuals. FISD does not discriminate on the basis of membership or application for membership in the uniformed services.

Application Deadlline