Office Assistant III - Risk Management

Clark County; Washington; On-site; USD 35,000 - 45,000; Full time

Job summary

Clark County is seeking an experienced administrative professional to support Risk Management and act as a back-up for Human Resources. You will handle complex office tasks, maintain confidentiality, manage tort claims intake, notary program duties, and respond to public records requests.

Proficiency in Excel, Word, Docusign, and Drupal is essential. The role also involves data entry, invoicing, accounts payable/receivable, and website updates.

Qualifications

• Three to five years of advanced administrative support experience with multi-tasking and strong technical skills.
• Demonstrated customer service experience and accounts payable experience.
• Experience handling public records requests is preferred.
• Ability to work independently and as part of a team.

Responsibilities

• Process Vehicle Use Agreements/ renewals via Docusign, verify driver eligibility through state abstracts, maintain documentation and spreadsheets, and serve as the primary resource for policy questions.
• Manage tort claims from intake through resolution by creating case files, submitting to third-party administrators and attorneys, coordinating investigations and meetings, and updating adjusters.
• Administer the county notary program by training resources, purchasing supplies, issuing bonds, maintaining documentation, and serving as the main contact for notary inquiries.
• Assist with public records requests by organizing documents, communicating with requestors, redacting per RCW, coordinating with internal departments and legal counsel, and maintaining compliance via training.
• Support broker reviews of contracts, leases, and RFPs, providing requirements and logging certificates of insurance.
• Oversee subrogation processes by collecting incident documentation, communicating with insurance adjusters, tracking claims and recoveries, and analyzing cost recovery trends.
• Handle financial transactions for Risk Management by processing invoices, billbacks, deposits, purchase orders, and travel expenses, including HR back-up duties.
• Maintain Risk Management and HR communication systems, including email queues and website updates through Drupal.

Skills

Admin support

Customer service

Confidentiality

Excel

Word

Adobe Acrobat

Drupal

OnBase

GovQA

Docusign

eDiscovery

Luminos

RisxFacs

Cerberus

SECTOR

SharePoint

Notary program

Tools

Adobe Acrobat

Workday

Word

Excel

Drupal

OnBase

GovQA

Docusign

eDiscovery

Luminos

RisxFacs

Cerberus

SECTOR

SharePoint

Job description

Job Summary

Risk Management is looking for a dynamic candidate to support a variety of programs within the Risk Management Department and as back up for Human Resources functions.

This position provides advanced level customer service to internal or external customers by performing a variety of complex administrative support activities which contribute to efficient office operations and require a thorough understanding of Risk Management and County programs and procedures. A high level of confidentiality must be maintained as well as the ability to work independently and as part of a team.

Microsoft Office 365 will be used on a regular basis. This position will act as first contact with potential claimants and the intake and uploading of tort claims to TPA (Third party administrator) and collecting records will also be a primary function. Responsibility of maintaining the county notary program, vehicle use agreements, accounts payable and receivable duties including invoices, requisitions, and deposits with some purchasing responsibilities. Responding to public records requests and performing extensive data entry requiring higher level Excel skills will be required for this position. In addition, this position will be the Drupal administrator responsible for maintaining and updating internal and external Risk Management web sites.

Furthermore, this position will act as back-up for Human Resources Office Assistant which requires high level customer service, as well as accounts payable, data entry, employment verifications, email maintenance, recruitment advertising, processing new hires (I-9’s), document scanning/indexing into OnBase, Docusign routing, generating reports, website updates, timekeeping duties, and answering phones.

Clark County welcomes people of color, and members of the LGBTQ+ communities to enhance its work force and to better reflect the diversity of the community.

First review of candidates will be November 6. This recruitment may close at any time on or after the first review date with no additional notice.

Qualifications

Education and Experience:

Three (3) to five (5) years of responsible and advanced administrative support experience emphasizing multi-tasking and excellent technical experience is required. Demonstrated effective customer service experience and accounts payable experience is required. Experience in tracking and responding to public records requests is preferred.

All combinations of education, experience, and training that demonstrate the ability to perform the work will be considered, including the full range of office and support functions.

The ideal candidate will have the following strengths:

• Experience working in a Risk Management and/or Human Resources environment is highly desirable.
• Ability to use advanced functions in Excel and Word.
• Ability to use advanced functions in Adobe Acrobat.
• Ability to work effectively with the public and staff of federal, state and local agencies.
• Experience handling confidential information.
• Excellent interpersonal communication skills.
• Problem solving skills and ability to research data.
• Exposure to the tort claim process is desirable.
• Knowledge of what subrogation is or knowledge of the subrogation process.

Knowledge of: General office procedures and practices and of the specialized functions, policies, and procedures of the work unit; spelling, capitalization, punctuation and rules of grammar, and of the formats and clerical procedures used in performing the work; filing and record-keeping procedures; applicable laws, county codes, ordinances, and policies governing the work of the department and assignment; business English; PC computer applications such as word processing, spreadsheets and data bases; basic bookkeeping and/or cashiering methods and practices as required by the position.

Software Capabilities : Adobe Acrobat, Workday, Word, Excel, Drupal, OnBase, GovQA, Docusign, eDiscovery, Luminos, RisxFacs, Cerberus, SECTOR, and SharePoint.

Ability to: Establish and maintain cooperative and effective working relationships; master the more complex department processes, services and functions; operate standard office equipment such as computer software applications, telephones, facsimile machines, copy machines; apply sound judgment in making decisions independently in accordance with established policies, procedures, and regulations; effectively maintain harmonious relationships with customers, including co-workers; diffuse difficult or highly charged situations; follow oral and written instructions; effectively guide and assist other employees; evaluate and improve department service delivery through enhancement of procedures, systems, organizational approaches and record keeping; develop and demonstrate effective customer service techniques; communicate effectively both orally and in written form.

Examples of Duties

Duties may include but are not limited to the following:

• Processing Vehicle Use Agreements/ renewals via Docusign, verifying driver eligibility through state abstracts, maintaining documentation and spreadsheets, and serving as the primary resource for policy questions and licensing audits.
• Manage tort claims from intake through resolution by creating case files, submitting them to third-party administrators and attorneys, coordinating investigations and meetings, and serving as the primary contact for adjusters and litigation updates.
• Administer the county notary program by providing training resources, purchasing supplies, issuing bonds, maintaining documentation, and acting as the main point of contact for notary-related inquiries.
• Support public records requests by organizing and reviewing documents, communicating with requestors, redacting per RCW, coordinating with internal departments and legal counsel, issuing stakeholder notifications, performing eDiscovery searches, and maintaining compliance through ongoing training.
• Assisting brokers review of contracts, leases, and RFPs, providing requirements to departments, requesting and logging certificates of insurance.
• Oversee subrogation processes by collecting incident documentation, communicating with insurance adjusters and departments, tracking claims and recoveries, preparing deposits, and analyzing cost recovery trends for Public Works and Auditors Office.
• Handle financial transactions for Risk Management by processing invoices, billbacks, deposits, purchase orders, and travel expenses, while serving as backup for Human Resources financial functions.
• Maintain and monitor Risk Management and HR communication systems, including email and phone queues, and manage website content updates through Drupal.
• Provides direct customer service in the more complex service areas; assists lower level Office Assistants in researching and responding to difficult and detailed requests and situations from internal and external customers. Coordinates and completes a set of complex processes to support the work of internal customers; develops or recommends new processes, systems and work procedures.
• Researches, recommends and implements technical and/or administrative revisions to office systems, procedures and policies; interprets laws, regulations, policies and department procedures to the public and other staff.
• Performs related duties as required.

Salary Grade

M3.6

Salary Range

$25.10 - $32.63- per hour

Close Date

Open Until Filled

Equal Opportunity Employer

Clark County is an equal opportunity employer committed to providing equal opportunity in employment, access, and delivery of all county services. Clark County’s Equal Employment Opportunity Plan is available at http://www.clark.wa.gov/human-resources/documents.

Employee Benefits and additional compensation

Clark County provides regular full-time and part-time employees with a comprehensive benefits package which includes medical, vision and dental insurance, paid leave, flexible spending accounts, life insurance and long-term disability, retirement, and deferred compensation. Some types of employees in some positions and bargaining units might have different benefits and additional compensation. More specific benefit information for the different bargaining units can be found at https://clark.wa.gov/human-resources/employee-benefits. Also please refer to the specific bargaining unit contract for additional compensation at https://clark.wa.gov/human-resources/documents.

Retirement Information

All Clark County employees must participate in a WASHINGTON STATE RETIREMENT SYSTEM PLAN (PERS, PSERS or LEOFF).Employee contributions begin the first day of work. Current contribution rates vary by plan but could range from 5% to 15% of gross pay, depending on the plan choice.

For additional information, check out the Department of Retirement Systems’ web site here: http://www.drs.wa.gov/

If you are in need of ADA/Section 504 assistance for accommodations, please contact Human Resources at [phone]; Relay [phone].