Purposeof Classification:

The purpose of this classification is to plan, direct, and oversee the operations of the Risk Management Division within the Human Resources Department. This position is responsible for the administration of the City's risk management, insurance, claims, safety, and loss prevention programs, including financial management, contract administration, insurance renewals, liability and property claims, self-insurance programs, employee safety initiatives, and related compliance activities. The Administrative Manager, Risk Management, supervises assigned personnel and works collaboratively with City departments, insurance providers, legal counsel, and external partners to reduce organizational risk, ensure regulatory compliance, protect City assets, and support the delivery of effective risk management services.

Distinguishing Characteristics: This position serves as the operational manager of the Risk Management Division and is responsible for overseeing risk management, safety, claims administration, insurance programs, and loss prevention initiatives. The incumbent provides leadership and direction to Risk Management staff, develops and implements risk mitigation strategies, manages complex claims and insurance matters, and serves as a liaison with insurers, brokers, legal counsel, regulatory agencies, and City leadership. Work requires considerable independent judgment, strategic decision-making, policy interpretation, and collaboration with departments to identify, evaluate, and address organizational risks while supporting the City's overall operational and financial objectives.

Essential Functions:

The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

Plans, directs, and oversees the daily operations of the Risk Management Division, including claims administration, insurance programs, safety initiatives, financial operations, and assigned personnel. Coordinates division activities with Human Resources leadership and other City departments to ensure effective service delivery, regulatory compliance, and risk mitigation.

Supervises, directs, and evaluates assigned Risk Management personnel; addresses employee concerns and performance issues; assigns and reviews work; provides coaching, mentoring, and corrective action as appropriate; and completes employee performance evaluations.

May be required to work after normal business hours, weekends and holidays in the event of natural disasters, water overflows and power outages, disruption of utility services and severe weather and heavy rainfall.

Monitors department accounting operations; verifies computations on accounts receivable invoices, daily reports, receiving reports, purchase requisitions, field purchase orders, bank statements, audits general ledger accounts for errors and makes necessary journal entry adjustments.

Analyzes administrative and financial reports relating to expenditures, revenues, cost receipts and budget; makes related recommendations to director.

Plans and directs administrative and fiscal activities for the Risk Department and ensures that department runs smoothly: reconciles monthly accounting records and reviews all receiving reports to ensure accuracy.

Processes a variety of documentation associated with department operations within designated time frames and per established procedures; receives, reviews, prepares and/or completes various invoices, contracts, reports, time sheets, settlement files, statements, logs, accounting documents, manuals and other documentation; processes, forwards or retains as appropriate; maintains departmental files.

Reviews and prepares monthly accomplishment report, workers compensation report and risk management report; oversees and manages departmental files and records. Produces written documents, such as statistical reports, monthly reports, memos, letters, and procedures using clearly organized thoughts, proper sentence construction, punctuation, and grammar; generates statistical information reports, queries databases, maintains system files, and develops PowerPoint presentations.

Enters and reviews payroll entries before submitting to accounting; audits general ledger accounts for errors and make necessary journal entry adjustments.

Assists in the preparation of department’s annual operating budget; provides assistance and prepares budget information on financial and budget matters; monitors departmental ongoing expenditures in relation to budgeted amounts; monitors budget and makes related recommendations to Director.

Continually reviews and analyzes computer technological needs; recommends and implements computer/systems expansion; recommends changes to existing systems to assure that accurate, useful and updated reports are generated.

Assists in preparing and revising departmental procedures to ensure compliance with established policies, procedures and practices.

Assists Director and Deputy Director with insurance policies for property and rolling stock; maintains policy documentation; follows up on outstanding items; reviews documents received to verify accuracy and completion.

Serves as third party administrator for the City of Albany insurance program, works with broker and underwriter to manage risk liability claims. Sets settlement reserves on all open liability claims.

Obtains, compiles and analyzes renewal exposure information annually and assists with completion of applications; assists with review of insurance, indemnification and other requirements in various vendor contracts.

Reviews and processes insurance related invoices including insurance premiums, insurer claim reimbursements or other insurance/broker related invoices.

Performs various claims related tasks; performs initial reporting of workers’ compensation, auto liability, and general liability and general liability claims; assists in the preparation of claims notices, proofs of loss, and responses to insurer inquiries for claim status reports; enters data into risk management information system; ensures exposures, incidents and claims data are accurately recorded; prepares claims reports as needed; assists and serves as backup to the Workers Compensation Administrator.

Conducts research and performs analysis of specific claim situations; analyzes and preserves evidence for claims; gathers photos and drawings; conducts interviews and records statements; negotiates with service providers on time and cost of claims’ repairs; works with insurance agencies, City Attorney’s office and all involved parties for a fair and timely resolution of claims.

Processes and tracks all claims payments made from RMSF and subrogation received. Prepares RMSF settlement and reserve reports as needed for Finance

Reviews loss and utilization data and other information to develop charges to departments for purchased insurance and administrative costs of risk management program; determines department allocations costs.

Organizes, maintains and files records pertaining to assigned programs; compiles and/or monitors various administrative and/or statistical data pertaining to program operations; performs research as needed; makes applicable calculations; analyzes trends; prepares or generates reports.

Performs clerical duties such as filing, faxing and photocopying; maintains office equipment to ensure efficient work processes; reviews and maintains inventory of required supplies; receives and distributes mail; prepares and distributes mailings; receives, transmits and distributes facsimile transmissions.

Processes a variety of documentation associated with departmental operations per established procedures and within designated timeframes; receives and or reviews repair estimates, lawsuits, legal notices, attorney correspondence, medical records, driving records, invoices/purchase orders, etc.; prepares or completes various statistical data, forms, reports, correspondence, purchase orders, requisitions, memoranda, addendums, claims, forms, work orders, invoices, check requests and related documents; processes, copies, distributes or retains as appropriate; maintains documentation to demonstrate compliance with applicable federal and state regulations.

Provides support to Risk Manager by researching medical records and obtaining correct codes for MMSEA documentation.

Schedules and attends Board and Committee meetings in support of the Director and Deputy Director of Human Resources; assists with development and preparation of meeting agendas.

Coordinates Safety Luncheon; prepares programs and certificates for award recipients.

Operates a personal computer to enter, retrieve, review or modify data, utilizing word processing, spreadsheet, database, Internet, e-mail, or other software; and operates general office or other equipment as necessary to complete essential functions.
Responds to routine requests for information/assistance from employees, officials, the public or other individuals; answers the telephone; takes and relays messages or directs calls to appropriate personnel; returns calls as necessary.

Communicates with Risk Manager, Attorneys, co-workers, city departments, citizens, claimants, vendors, insurance brokers and adjusters and other individuals to coordinate work activities, review status of work, exchange information, resolve problems or give/receive advice/direction.

Use City vehicle for the purpose of transporting mail, picking up concessions goods and office supplies.

Supervisory Responsibilities Directly supervises one (1) employee in the Risk Management Department. Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.

Additional Functions:

Performs other related duties as required.

Minimum Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Bachelor’s degree in Public or Business Administration or related field preferred; supplemented by two (6) years responsible administrative experience, with experience in risk management, insurance claims processing or medical billing preferred; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.

Specific Licenses or Certifications Required:
Must possess and maintain a valid Georgia driver’s license.

City of Albany, Georgia

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