District Travel / Risk Coordinator

Broken Arrow Public Schools; York (SC); On-site; USD 55,000 - 75,000; Full time

Job summary

Broken Arrow Public Schools is seeking a seasoned Finance professional to manage the District Travel Desk, overseeing travel bookings, reimbursements, and related workflow in compliance with district policies. This exempt position requires strong attention to detail and experience in school finance or related business areas.

The role also administers district liability and property/casualty insurance programs, serves as liaison with the insurance agent, reviews claims, and helps improve risk

Qualifications

• Bachelor's degree preferred in business or related field.
• Minimum 5 years in school finance or related business experience preferred.
• Experience developing procurement policies and guidelines.

Responsibilities

• Manages District Travel Desk: travel bookings, lodging, transportation, and related arrangements.
• Monitors travel requisitions through electronic workflow and approvals.
• Processes and monitors employee travel reimbursements per policy.
• Responds to district travel inbox with guidance on procedures and documentation.
• Interprets federal/state travel requirements and district policies.
• Maintains and updates travel procedures, forms, and content.
• Identifies opportunities to improve travel efficiency and reduce costs.
• Assists with insurance programs and risk management within Purchasing.
• Liaises with insurance agent on policy coverage, renewals, and claims.
• Reviews incidents/claims to assess liability or risk exposure.
• Advises administration on incidents, coverage, and risk areas.
• Communicates with claimants professionally while protecting district interests.
• Collaborates with districts to address risk, improve practices, and reduce losses.
• Supports annual insurance renewal processes and documentation gathering.
• Maintains records for policies, claims, renewals, and risk activities.
• Maintains confidentiality and sound judgment on sensitive information.
• Supports coordination with agents during annual renewal, and acts as Deputy Encumbrance Clerk.
• Builds relationships with district staff and the public; ensures deadlines are met.
• Assists with special projects and other duties as assigned.

Skills

Procurement policy development

Attention to detail

Windows-based software

Communication skills

Analytical thinking

Problem solving

Organization skills

Education

Bachelor's degree in business or related field

Tools

Windows OS

Job description

DEPARTMENT: Finance

REPORTS TO: Director of Purchasing

FLSA STATUS: Exempt

Education:
Bachelor's degree in business or related field preferred

Experience:
Minimum of 5 years in school finance or related business experience preferred.

Skills:
Demonstrated ability to develop and recommend procurement policies and guidelines. High attention to detail, experience and skill with Windows based software, technology training, excellent written and oral skills, strong problem solving and organization skills. Ability to analyze information, high level of work ethic and creative-strategic thinking.

ESSENTIAL JOB FUNCTIONS:

These statements are intended to describe the responsibilities assigned to the position and are not intended to represent an exhaustive list of all responsibilities, duties and skills required.

1. Manages the District Travel Desk for employees by reviewing all submitted requests, to include but not limited to coordination of travel bookings, lodging, transportation, reservations and other travel-related arrangements as required.

2. Monitors travel requisitions through electronic workflow and approval processes and follows up with departments and employees as necessary to ensure timely completion.

3. Processes and monitors employee travel reimbursements and ensures appropriate documentation, approvals, and supporting information are obtained in accordance with District policy.

4. Monitors and responds to the District travel inbox, providing guidance and assistance to employees and departments regarding travel requirements, procedures, documentation, and reimbursement.

5. Interprets and applies applicable federal and state travel requirements and District policies to ensure District travel is conducted in compliance with established regulations and procedures.

6. Develops, maintains, and periodically reviews District travel procedures, instructions, forms, resources, and website content to ensure information remains accurate, current, and accessible.

7. Identifies opportunities to improve the efficiency, consistency, and cost-effectiveness of the District's travel processes and recommends changes as appropriate.

8. Administers the day-to-day responsibilities associated with the District's liability and property/casualty insurance programs.

9. Serves as a primary liaison with the District's insurance agent and other insurance representatives regarding policy coverage, claims, renewals, documentation, and risk-related matters.

10. Reviews and investigates reported incidents and claims and gathers relevant information to assist in evaluating potential District liability and exposure.

11. Provides information and recommendations to District administration and appropriate staff regarding incidents, claims, insurance coverage, and potential areas of liability or risk.

12. Communicates with claimants and other involved parties in a professional and appropriate manner while protecting the interests, assets, and reputation of the District.

13. Works collaboratively with District departments and staff to identify deficiencies, address risk exposures, improve operational practices, and reduce the potential for loss or liability.

14. Coordinates with the District's insurance agent and appropriate District personnel during the annual insurance renewal process, including gathering requested information and documentation and assisting with review and follow-up.

15. Maintains appropriate records and documentation related to insurance policies, claims, incidents, renewals, and risk management activities.

16. Maintains confidentiality and exercises sound judgment when handling sensitive claims, employee, financial, legal, and insurance-related information.

17. Works with district agent to coordinate and expedite the annual renewal process.

18. Functions as Deputy Encumbrance Clerk and backup P-Card Administrator within the Purchasing Department.

19. Develops cooperative and functional relationships with district staff and the public; maintains consistent and punctual attendance; ensures job responsibilities are met competently and within established deadlines.

20. Assists with special projects and performs other duties as assigned.

ESSENTIAL BEHAVIOR:

Ability to use sound judgment in any situation. Ability to deal successfully and rapidly with changes in assignments and properly respond to applicable correspondence/communication received. Ability to project a professional company image through in-person, phone, and electronic interaction. Ability to build and foster harmonious rapport and work cooperatively with District staff and the public while achieving the objectives and goals of the position. Ability to handle problematic and/or difficult situations professionally by communicating with the appropriate person.

ATTENDANCE STATEMENT:

Able to be in attendance for assigned responsibilities with 95% attendance.

ENVIRONMENTAL CONDITIONS:

Work is performed inside in a computerized office environment with minimal exposure to extreme environmental conditions or hazardous materials/equipment.

PHYSICAL STANDARDS:

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 continuously required to sit, talk and hear. The employee is frequently required to walk, stand, bend and stoop. The employee is required to reach with hands and continuously repeat the same hand, arm or finger motion many times as in typing and computer work. Specific vision abilities required in this job include close vision, depth perception, and the ability to adjust focus.