Administration and Assessment Coordinator

Overview

Job Description - Administration and Assessment Coordinator (260000IN)

About the Organization: The Division of Insurance ("DOI"), an Agency within the Office of Consumer Affairs and Business Regulation, administers the Commonwealth’s insurance consumer protection laws through its regulation of the insurance industry. The primary mission of the Division is to monitor the solvency of its licensees in order to promote a healthy, responsive and willing marketplace for consumers who purchase insurance products.

The Division also investigates and responds to consumer inquiries and complaints, enforces state insurance laws and regulations, and provides the public with accurate and unbiased insurance information. An important aspect of the Division’s work is ensuring that the individuals and business entities conducting the business of insurance in Massachusetts do so in a legal and timely manner.

The Division of Insurance is committed to creating and sustaining a work culture that is welcoming, inclusive, and mutually respectful to all its employees regardless of race, color, age, creed, religion, national origin, ethnicity, sex, gender identity or expression, sexual orientation, genetic information, veteran or disability status. We strive to reflect diversity in all facets and levels of our agency. The Division of Insurance values inclusiveness and diversity within their employee and management teams.

Within our community we strive to create and maintain working and learning environments that are inclusive, equitable, and welcoming.

The Division of Insurance is committed to ensuring a diverse and inclusive workplace where all employees feel respected, valued, and empowered to maximize their skills and talents to serve our citizens.

The Administrative & Assessment Coordinator (AAC) is primarily responsible for the oversight of the Division’s accurate timely billing, collection and investigation of the twelve (12) insurance company assessments that fund the Division’s operational needs. This includes compiling and identifying the companies to be billed on each assessment and the creation and maintenance of reports of open payables and the investigation of related vendor complaints and inquiries.

The AAC also records and processes agency invoices, employee reimbursements, and refund documents, including the creation, maintenance and oversight of reports of open items and timely communicates status information from such items and reports to the Director of Administration. The AAC oversees the reconciliation of the agency’s accounts billable against the accounts receivables, in accordance with Comptroller and agency guidelines.

The AAC works with the Director of Administration to manage the agency’s completion of various quarterly and annual reports and audits of agency activity, including access to security systems and asset inventories. The AAC plans and conducts the annual inventory of Division physical assets in accordance with the Comptroller’s Office and agency guidelines. In the absence of the Director of Administration, the Program Coordinator III oversees, coordinates and directs the effective and efficient operation of the Administration Unit, and provides related recommendations to the Director for allocation of staff and program resources for this purpose.

• Coordinate all functions related to the billing and collection of Division assessments billed to insurance companies to support DOI operational needs. Design and run ad hoc queries using NAIC databases and DOI license database to compile list of insurance companies to be billed for assessments; investigate potential changes to the assessment billing process and manage implementation of said changes. Update related forms and manuals and submit them for posting to the DOI website.
• Develop, implement and provide advice to the Director of Administration on ways to improve DOI policies for records management and other procedures for agency operations and administration, to ensure they are accurate and reflect current best practices. Develop procedures where none exist, post new and updated…