Risk Management Administrative Coordinator

Town of Fairfield, CT; Fairfield (CT); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

Paid vacation

Healthcare benefits

401(a) retirement plan

Medical including health, prescription

Life insurance

457 plan

Job summary

The Town of Fairfield is seeking an Administrative Specialist to support records management, Freedom of Information (FOI) requests, and Risk Management within the Finance Department. The role also provides broad administrative support to all municipal departments.

Responsibilities include processing FOI requests, maintaining policies and templates, managing records, assisting with risk-related documentation, and coordinating with department staff.

Qualifications

• Associates degree in business/administration or related field; plus two years of relevant experience.
• Connecticut FOI laws knowledge or ability to acquire.
• Proficiency with Microsoft Office and administrative business systems.

Responsibilities

• Assist with Freedom of Information requests and records coordination.
• Maintain FOI policies, procedures, and templates.
• Support risk management records, insurance documents, and related activities.
• Provide general administrative tasks for the Town and departments.

Skills

Risk management knowledge

Regulatory compliance

Communication skills

Record keeping

Driver's license

Education

Associate degree

Tools

Microsoft Office

Job description

This class is accountable for a broad range of administrative support functions related to records management, Freedom of Information (FOI), and Risk Management for the Finance Department as well as supporting all municipal departments.

Supervision Received:

Receives administrative direction from Director Risk Management or designee.

Supervision Exercised:

May oversee professional and technical staff as assigned.

The duties listed on this job description are intended to describe the general nature and level of work performed by employees in this position. They are not intended to be an exhaustive list of all duties, responsibilities, or qualifications required. The Town reserves the right to assign additional duties consistent with the classification.

Freedom of Information/Public Records

• Assists Town Departments with the identification and coordination of records responsive to public records requests; follows up regarding outstanding records, incomplete responses, and approaching deadlines.
• Assists with maintaining FOI policies, procedures, and templates.
• Assists in identifying recurring requests, trends, and opportunities to improve the Town’s records-management process.
• Coordinates with the Director of Risk Management regarding complex, sensitive, or legally significant FOI requests.
• Maintains FOI-related records in an organized and accessible manner.
• Prepares correspondence acknowledging requests, requesting clarification when appropriate, communicating status updates, and transmitting responsive records.
• Receives, logs, tracks, and coordinates Freedom of Information requests, including responsible departments, due dates, status, responsive records, correspondence, and final disposition.
• Reviews records for responsiveness, completeness, and appropriate redactions in accordance with applicable law and established Town procedures.

Risk Management

• Assists with worker’s compensation records including claims, liability claims, automobile accidents, property loss, employee incidents and other risk-related matters.
• Assists with the maintenance of insurance policies, certificates of insurance, contracts, vendor documentation, and other risk management records.
• Assists with monitoring insurance requirements for contractors, vendors, events, and other third parties.
• Assists with gathering information for insurance renewals, audits, claim reviews, loss control activities, and financial reporting.
• Coordinates meetings, inspections, training sessions, and other risk management activities as directed.
• Maintains confidentiality of employee records, medical records, claims, legal, and other sensitive information and documentation.
• Maintains and posts OSHA 301 and 300 Logs as required.
• Assists with the creation and presentation of training materials to applicable departments as directed.
• Participates in the Town of Fairfield Employee Safety Committee and follows up on initiatives as directed.
• Provides administrative support for the Town’s risk management program including assisting with the preparation of reports, spreadsheets, presentations, correspondence, and other materials.
• Receives, documents, and routes incident reports and claims to the appropriate personnel, insurance representatives, third-party administrators, or legal counsel.
• Receives, logs, tracks, and coordinates gathering outstanding documentation, following up with departments as necessary.

General Administrative Support

• Assists with purchasing, invoices, purchase orders, budget tracking, and departmental administrative functions.
• Assist with the preparation and maintenance of departmental policies, procedures, forms, and administrative manuals.
• Enters, updates, and retrieves information from municipal data bases and records management systems; compiles departmental statistics, reports, and performance information.
• Maintains electronic and physical files in accordance with municipal records retention requirements.
• Performs confidential administrative duties requiring discretion and sound judgment.
• Prepares correspondence, memoranda, reports, spreadsheets, forms, notices and other documents.
• Provides professional and courteous assistance to members of the public, employees, vendors, and other stakeholders.
• Receives and responds to telephone calls, emails, and inquiries and directs matters to the appropriate department or official.
• Schedules meetings, maintains calendars, prepares meeting materials, and coordinates logistics.

Qualifications

Knowledge, Skills and Abilities:

• Knowledge of risk management principles, regulatory compliance, and insurance procedures.
• Knowledge of Connecticut Freedom of Information laws and public records requirements, or the ability to acquire such knowledge.
• Proficiency with Microsoft Office, including Word, Excel, Outlook, and related administrative business systems and software programs.
• Ability to exercise independent judgment in line with organization’s policies and procedures.
• Ability to maintain confidentiality.
• Ability to develop and maintain spreadsheets, tracking systems, data bases, and reports to identify outstanding matters and ensure timely completion.
• Ability to establish effective working relationships with department heads, employees, elected officials, attorneys, insurance representatives, vendors, and the public.
• Ability to organize, track, and follow up on multiple assignments, deadlines, and requests in a fast-paced environment.
• Ability to organize and maintain records and tracking systems with attention to detail.
• Ability to communicate effectively, both verbally and in writing, with Town employees, elected officials, members of the public, attorneys, insurance representatives, and outside agencies.

Minimum Qualifications

Associates degree in business administration, public administration, risk management, legal studies, or a related field; plus two years of progressively responsible administrative, records management, risk management, or related experience, preferably in a municipal environment. A valid Connecticut Driver’s License is required in order to travel among Town facilities or other locations.

Preferred Qualifications

A.R.M. designation; experience handling Connecticut FOI requests or public records; experience in risk management, worker’s compensation, insurance, claims administration, or occupational safety; experience working with confidential personnel or legal records; experience with municipal financial, records management, or enterprise software systems.

The Town of Fairfield is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the Town will provide reasonable accommodations to qualified individuals with disabilities and encourage both prospective and current employees to discuss potential accommodations with the Town when necessary.

The Town of Fairfield offers a complete benefit package including:

• paid vacation
• holidays and sick
• 401(a) retirement plan
• medical including health, prescription, dental, life and vision
• life insurance
• Optional 457 plan.