Executive Assistant – Risk Management & Public Records

Monroe County Board of County Commissioners; Key West (FL); On-site; USD 37,000 - 56,000; Full time

Job summary

Monroe County Board of County Commissioners seeks a clerical professional to support Risk Management, Public Records, and the County Attorney’s Office. The role includes handling insurance program operations, claims processing, and document-intensive responses.

The ideal candidate will have an Associate's degree and 3+ years in public-sector risk management or records management, with familiarity in Adobe Acrobat, Word, and Excel.

Qualifications

• Associate's degree and at least three (3) years of progressively responsible experience in the field of public-sector risk management, Florida records management, or litigation paralegal is required.
• Special Qualifications: ARM, FRP, or Florida Registered Paralegal (FRP).

Responsibilities

• Assist Risk Manager in maintaining schedules for insured County assets.
• Prepare applications supporting insurance policy renewals.
• Coordinate with County Departments to collect information for submissions.
• Maintain claim files in the Risk Management database.
• Process incident reports and ensure files are complete.
• Maintain Risk Management and Public Records records with proper retention.

Skills

Risk management knowledge

Public records requests

Clerical and administrative skills

Education

Associate's degree

Tools

Adobe Acrobat

Microsoft Word

Excel

Job description

Join a workforce where innovation and teamwork provide support to the community and citizens of Monroe County.

Compensation: $26.61 - $41.25

Job Description: This position performs advanced clerical and administrative work in support of the Risk Management and Public Records functions within the Monroe County Attorney’s Office. This position will assist Risk Management personnel with the operation of the County’s liability and property insurance program and with claims processing. This position will further assist Public Records and County Attorney’s Office personnel with the preparation of the County’s responses to public records requests, subpoenas, and similar document-intensive functions.

ESSENTIAL JOB FUNCTIONS

• Assists Risk Manager in maintaining current and accurate schedules for insured County assets, including real property, contents, and automobiles.
• Assists Risk Manager in the preparation of applications supporting the implementation or renewal of County insurance policies.
• Coordinates with other County Departments to collect necessary information for submission.
• Assists Risk Manager and County Attorney personnel with the preparation of annual Risk internal service fund billings.
• Assumes primary responsibility for the maintenance of claim files in the Risk Management electronic database.
• Receives incident reports, creates claim files, and ensures each file remains current and complete throughout the life of the claim.
• Maintains and organizes Risk Management files and records, ensuring accuracy, accessibility, and appropriate retention in compliance with public records requirements.
• Maintains a comprehensive working knowledge of Florida Public Records Law, including statutory exemptions, disclosure requirements, and records retention schedules.
• Provides assistance to Public Records and County Attorney personnel in the collection, preparation, and distribution of documents required for responses to public records requests, subpoenas, litigation discovery, and other document-intensive functions.
• Assists Risk Manager and County Attorney or designee in the processing of settlement and judgment payments, as well as third-party payments related to subrogation actions, insurance claims, and public records charges.
• Applies strong organizational skills to manage claim files, insurance schedules, and other Risk Management records while effectively prioritizing multiple tasks and meeting time-sensitive deadlines.
• Exercises analytical thinking and initiative in identifying, analyzing, and resolving a variety of administrative or procedural issues.
• Maintains strict confidentiality of sensitive or privileged information.
• Establishes and maintains effective professional relationships with staff, counterparts in other County departments, and external agencies.
• Demonstrates considerable working knowledge of electronic document programs, including Adobe Acrobat, Microsoft Word, and Excel.
• Maintains inventory of office supplies and equipment required for Risk Management and Public Records operations; places orders as needed and verifies receipt of items.
• Maintains supporting documentation for all purchases.
• Prepares and submits required reports accurately and in a timely manner.
• Answers office phones and directs calls to appropriate staff members.
• Perform general administrative and clerical duties to support Risk Management, Public Records, and County Attorney operations as needed.
• Performs other related job duties as assigned.
• Maintains working knowledge of the Monroe County Personnel Policies and Procedures, Administrative Instructions, Department Operating Procedures, and applicable Statutes and Regulations.
• Responsible for ensuring others also adhere to these standards.
• In the event of special, emergency, or disaster situations, employee may be required to work schedules other than those for which they are regularly scheduled in any capacity deemed appropriate.

QUALIFICATIONS

Education and Experience: Associate's degree and at least three (3) years of progressively responsible experience in the field of public-sector risk management, Florida records management, or litigation paralegal is required. Additional years of experience may substitute for formal education requirements.

Special Qualifications: Preferred certifications include: Associate in Risk Management (ARM), Florida Certified Records Manager (FCRM), or Florida Registered Paralegal (FRP).

Knowledge, Skills, and Abilities: Ability to work from a general outline of duties and responsibilities; other employees assist in completing work. Knowledge of clerical or trades-based tasks. Some of the typical responsibilities include gathering, formatting, or visually analyzing data. Ability to make decisions that govern my activities as well as others. Decisions impact how unit provides services and support to internal and external customers. Ability to work with more than ten coworkers who mostly engage in the same activities.

PHYSICAL DEMANDS

The work is sedentary and requires exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects, including the human body.

Additionally, the following physical abilities are required:

• Handling: Picking, holding, or otherwise working, primarily with the whole hand.
• Hearing: Perceiving the nature of sounds at normal speaking levels with or without correction.
• Ability to receive detailed information through oral communication, and the make the discrimination in sound.
• Manual Dexterity: Picking, pinching, typing, or otherwise working, primarily with fingers rather than the whole hand as in handling.
• Mental Acuity: Ability to make rational decisions through sound logic and deductive processes.
• Speaking: Expressing or exchanging ideas by means of the spoken word, including the ability to convey detailed or important spoken instructions to other workers accurately and concisely.
• Talking: Expressing or exchanging ideas by means of the spoken word, including those activities in which they must convey detailed or important spoken instructions to other workers accurate, loudly, or quickly.
• Walking: Moving about on foot to accomplish tasks, particularly for long distances or moving from one work site to another.

WORK ENVIRONMENT

Work is performed in a relatively safe, secure, and stable work environment.

Monroe County has the right to revise this job description at any time.

This description does not represent in any way a contract of employment Equal Opportunity Employer: Monroe County does not discriminate on the basis of race, color, national origin, gender, religion, age, disability, or military service in employment or the provision of services.

Empleador de Igualdad de Oportunidades: El Condado de Monroe no discrimina por motivos de raza, color, origen nacional, género, religión, edad, discapacidad o servicio militar en el empleo o la prestación de servicios.

Veterans Preference according to Florida State Statute 295.07: Certain service members and veterans, and the spouses and family members of the servicemembers and veterans, receive preference and priority in employment by the state and are encouraged to apply for the positions being filled.

Preferencia de Veteranos de acuerdo con el Estatuto del Estado de Florida 295.07: Ciertos miembros del servicio y veteranos, y los cónyuges y familiares de los miembros del servicio y veteranos, reciben preferencia y prioridad en el empleo por parte del estado y se les alienta a solicitar los puestos que se están llenando.

MISSION

The Mission of Monroe County is to provide outstanding public service responsive to the needs of our citizens, our unique community, and our environment.

Your job application and any additional information you submit to us will become a public record, and will be disclosed to any member of the public upon request, with the exception of a few sensitive pieces of information, such as Social Security numbers, driver’s license information and medical records.