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Administrative Assistant

Yolo County Public Agency Risk Management Insurance Authority’s (YCPARMIA), located in Woodland CA, is a special district which provides risk management, insurance, and safety services to its members, which include County of Yolo, cities of Davis, West Sacramento, Winters, Woodland and Esparto Unified School District as well as several special districts including cemeteries, fire districts, water agencies, etc., within Yolo County. YCPARMIA’s mission is to protect the members’ resources from the impact of loss through a program of insurance coverage, prevention, education, training and service. YCPARMIA’s objective is to assess and address the needs of the members, provide them with the most cost-effective insurance coverage available, provide the most relevant training and education, maintain the organizational strength of YCPARMIA and provide responsive and comprehensive risk management services. To learn more, go to: www.ycparmia.org.

Job Title: Administrative Assistant
Company Website: http://www.ycparmia.org/employment.htm
Job Description:
Under direction of CEO/Risk Manager, performs highly responsible, confidential, complex general and specialized administrative, secretarial and clerical duties for the CEO/Risk Manager, the YCPARMIA Board President, and members of the Board of Directors; and performs other related duties as assigned. The Administrative Assistant performs specialized and technical tasks, may conduct studies for projects; works independently, has a thorough knowledge of the Authority’s overall operations and its business activities; acts as the secretarial and clerical resource for the CEO/Risk Manager and the Board. Under certain circumstances, the incumbent should be able to function with minimal direction; will have extensive contact with the public, answer a variety of procedural questions, providing information from agency records; and will be able to choose and provide solutions from a limited number of alternatives for routine problem solving. This position, under stated conditions, may be authorized to act in the absence of the CEO/Risk Manager. Fingerprints clearance with the California Department of Justice is required.

Job Requirements:
Duties include, but are not limited to:

  1. Greets the public and answers multi-line telephone, screens callers/customers, responds to questions and provides information on routine questions. Refers callers/customers to the proper individual for handling when appropriate. Takes and relays messages; receives and receipts fees.
  2. Receives, opens, time stamps, and distributes incoming mail.
  3. Regular and predictable attendance. The work shift is Monday to Friday 8:00am to 5:00pm including an hour lunch.
  4. Composes correspondence independently or as directed; prepares letters, reports and other finished copy from rough draft and marginal notes; reviews, formats and edits general correspondence for the CEO/Risk Manager and Authority’s other personnel, ensuring proper formatting, grammar, and punctuation.
  5. Attends Board of Directors meetings, takes notes and prepares minutes. Prepares meeting agendas and Board packets. Posts meeting notices, agendas and minutes to various locations and website.
  6. Coordinates and schedules a variety of meetings and other events/activities, tracks number of attendees, coordinates site locations, and arranges for necessary supplies and refreshments.
  7. Maintains and updates a variety of agency files, records, lists, and databases. Enters data/information into Risk Management Information System and databases, in order to maintain and update data/information. Generates a variety of reports from database system(s). Scans and files documents into an electronic data warehouse.
  8. Prepares and audits personnel documents; order and maintains adequate office supplies. Helps with audit of payroll.
  9. Assists in the preparation of the administrative budget.
  10. Develops clerical/business procedures and manuals; collects data, and employs effective problem-solving techniques to assist the CEO/Risk Manager or the Board in its operation
  11. Assists in researching and determining appropriate coverages and premiums for the insurance needs of the Authority and its members; coordinates with members renewals of policies.
  12. Monitors, maintains and updates information on the Authority’s website and shared drives and databases. Ensures that information is accurate and current and provides feedback and updated information to the webmaster.
  13. Gathers and compiles data and information for general purposes and/or special reports or projects such as the annual report; contacts other divisions, employees, agencies and individuals for additional material as necessary.
  14. Provides administrative support to the CEO/Risk Manager and Authority’s other staff as necessary. Maintains calendars, schedules appointments/conference rooms, screens possible appointments and/or refers to appropriate sources in order to organize and coordinate staff appointments.
  15. Designs and creates a variety of brochures, flyers, newsletters, forms and/or training materials utilizing graphics/publishing software.
  16. Operates a variety of office equipment, including copiers, scanners, fax machines, computers, and printers.
  17. Perform other duties as assigned by CEO/Risk Manager.

Salary Range - $52,636 to $63,979 annually

How to Apply: Email a completed application, a cover letter and your most current resume to jobs@ycparmia.org.

Final Filing Date: 
Tuesday, May 21, 2019 - 4:00pm
Company: 
Yolo County Public Agency Risk Management Insurance Authority’s (YCPARMIA)