Risk Management Administrative Coordinator

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.

Receives administrative direction from Director Risk Management or designee.

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.

• 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 red actions in accordance with applicable law and established Town procedures.

• 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.

• 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…