Administrative Assistant - Risk Management/Legal

Salary

$45,739.20 - $57,179.20 Annually

Location

Boynton Beach, FL

Job Type

Full Time

Job Number

2025-0922

Department

City Attorney

Division

Risk Management

Opening Date

09/22/2025

Closing Date

9/28/2025 11:59 PM Eastern

FLSA

Non-Exempt

Description

Benefits

Questions

Purpose of Classification

The purpose of this classification is to provide clerical and administrative support to the day-to-day operations of the City's Risk Management Division. Work is performed under the general supervision of a member of the Risk Management team who will evaluate work for quality, accuracy, timeliness, thoroughness, and for adherence to departmental practices and procedures.

Essential Functions

The following duties and functions, as outlined herein, are intended to be representative of the @type of tasks performed within this classification. They are not listed in any order of importance. The omission of specific statements of the duties or functions 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.

Answers telephones; greets customers and visitors; provides assistance, requested documents and information regarding City and department programs and procedures; refers callers to other staff members as appropriate; and takes messages.

Establishes and maintains department databases, automated files, lists, and computer records; enters and updates data in databases, to include confidential information; researches and retrieves data from information systems; queries records and reports; and generates reports, lists and other documents from databases.

Composes, edits, @types and processes letters, forms, correspondence, administrative forms, lists, spreadsheets, work orders, and a variety of reports including operational, program related reports; prepares meeting agendas, information packets, legal notices and other meeting related materials; collects and/or compiles information for inclusion in reports, charts, forms and other documents; and creates mailing lists, forms and other resources to support clerical and administrative activities.

Prepares folders; maintains files of department correspondence, program records, legal documents, and other documents; photocopies and files documents; distributes materials via mail, facsimile and other methods of transport; and requests information from other departments and/or parties as necessary to complete department records/files.

Assists with claims; requests information from City departments; and submits to defense and in-house attorneys, third party administrators, and any other requestor privy to information stored in Risk files/systems.

May respond to public records requests. Reconciles confidential loss run costs into Risk Management System. Identifies department needs for limited duty assignments; and assists in placing employees with restrictions.

Processes and tracks legal invoices and billing statements; maintains records of legal expenses and coordinates payment processing with appropriate departments.

Conducts and maintains annual motor vehicle records; collects and maintains files of Supervisor Reports of Incidents (SIR's); prepares information for Incident Review Board.

Receives, dates, and distributes incoming mail; prepares outgoing mail.

Reviews and processes Certificates of Insurance.

Manages and maintains Certificates of Insurance in a Risk Management Information System.

Operates a personal computer, general office, and/or other equipment as necessary to complete essential functions, to include the use of word processing, spreadsheet, database, or other system software.

ADDITIONAL FUNCTIONS

Performs other related duties as required.

Minimum Qualifications

Associate's degree from an accredited college or university; and

Three (3) years of progressively responsible clerical and/or administrative support experience in a Risk Management, Insurance, Legal, Human Resources, or similar environment; and

Must possess (or able to obtain within fourteen (14) days of hire) and maintain a valid Florida driver's license.

PREFERRED QUALIFICATIONS

Minimum Qualifications for education and experience must be metbeforeconsideration of the following preferred Qualifications:

Active Notary Public Certification

Supplemental Information

COMMUNICATION COMPETENCIES

Effectively communicates with supervisors, employees, other departments, contractors, engineers, companies, vendors, outside agencies, the public, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.

Accurately and expeditiously receives and delivers messages and information to the appropriate individuals.

Ability to prepare accurate and thorough written records and reports.

Ability to understand and follow oral and written instructions and to complete assigned tasks with minimal supervisory direction.

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.

Positive and professional demeanor, along with the ability to handle inquiries and provide excellent customer service.

Adaptable to change.

Maintains strict confidentiality regarding sensitive information.

Handles sensitive information and situations with discretion and tact.

KNOWLEDGE, SKILLS AND ABILITIES

Knowledge of federal, state, and local laws, ordinances, and regulations applicable to risk management

Knowledge of Administrative policies and procedures.

Ability to maintain accurate and organized records, files, and documents.

Knowledge of general insurance claims and safety programs.

Ability to provide high quality customer service.

Ability to effectively communicate digitally, orally, and in writing.

Ability to perform general and specific clerical and administrative functions.

Ability to operate computers utilizing Microsoft Office programs and risk management systems.

Ability to accurately reconcile information contained in reports.

Ability to assist staff with Division operations.

Ability to interface in a synergistic manner with other departments.

Ability to maintain confidentiality and work with sensitive information.

Ability to multitask and manage a varied workload.

Ability to establish and maintain harmonious relationships with Supervisor, customers, other employees, other departments, other governmental and regulatory agencies, and the general public as needed.

Ability to review and process invoices with attention to detail and accuracy.

Full-time employees (those regularly scheduled to work at least 30 hours per week) are eligible for the City's benefit package.

The City of Boynton Beach's comprehensive benefits package includes:

Student Loan Forgiveness

Health Insurance

Dental Insurance

Vision Care Plan

Basic Term Life Insurance

Supplemental Life Insurance

Dependent Life Insurance

Accidental Death and

Dismemberment Insurance

City Pension Plan

Short Term Disability and other Supplemental Plans

Long Term Disability Insurance

Employee Assistance Program

457 Savings Plan (three options)

Paid Annual Leave / Vacation

Bonus Vacation Hours

12 Paid Holidays

Paid Sick Leave / Family Sick Leave

Educational Assistance Program *(Depending on budget funding)

On-site Training Program

Wellness Program

Pre-Paid Legal and Identity Theft Protection Plans

Credit Union

Tax Deferred 125 Premium Plan

Flexible Spending Account

Direct Deposit

Social Security

Student Loan Forgiveness

Let your City of Boynton Beach employment work for you! Under the U.S. Department of Education's Public Service Loan Forgiveness (PSLF) program, your student loan balance may be forgiven after you have made 120 qualifying monthly payments while working full-time with a governmental agency. Visit StudentAid.gov/publicservice for more information or to see if you qualify.

Health Insurance

The City pays the entire premium for an eligible employee. The employee may elect to cover a spouse and/or dependent children by paying the applicable premium for the dependent(s).

Dental Insurance

Premiums for eligible employees are paid by the City. Premiums for any covered dependent are paid by the employee with a contribution by the City.

Vision Care Plan

Premiums for eligible employees are paid by the City. Premiums for any covered dependent(s) are paid by the employee.

Life Insurance / Accidental Death and Dismemberment Insurance

The City provides each eligible employee with term life and accidental death insurance.

Supplemental Life Insurance / Supplemental AD&D Insurance

Employees may purchase supplemental term life insurance on an individual-choice basis with premiums based on age. A matching amount of Accidental Death insurance may also be purchased.

Dependent Life Insurance

Employees who select supplemental coverage for themselves may also purchase coverage for their spouse and dependent children.

City Retirement / Pension Plans

The City has pension plans for general employees, police, and firefighters. Each plan is contributory with both the employee and the City contributing to the program.

Supplemental Plans

Supplemental plans provide direct cash payments regardless of any other coverage you may have, and are designed to help fill in any gaps in a medical plan. The employee pays the premiums for these supplemental plans.

Short and Long Term Disability

The City provides Short and Long Term Disability insurance to eligible employees. The plan is designed to cover a disability sustained on or off the job.

Employee Assistance Program (EAP)

The City contracts with an employee assistance program (EAP) to provide employees and their dependents with free, confidential and professional counseling to help resolve personal or family problems.

Deferred Compensation Plans (457 Plans)

The City makes available three deferred compensation plans that the employee may voluntarily contribute to on a tax-deferred basis.

Vacation

All full-time employees accrue time toward paid vacation leave. Accrual begins immediately and vacation may be taken after six months of employment.

Holidays

The City observes12 paid holidays throughout the year.

Sick Leave / Family Sick Leave

Full-time employees accrue one day of sick leave per month. An employee may elect to use up to 5 days per year of accrued sick time for illness in his/her immediate family.

Tuition Assistance*(Depending on available budget funding)

The Tuition Assistance Program reimburses eligible employees for successful completion of approved courses leading to Associate, Bachelor and Master degrees.

Wellness Program

The City offers many wellness activities and programs throughout the year.

Prepaid Legal Services and Identity Theft Protection Plan

Employees may choose to enroll in a prepaid legal service plan and an identity theft protection plan. The employee pays the premiums for these plans.

CreditUnion

All City employees may join the Credit Union of Palm Beach County. In addition to savings and checking accounts, the Credit Union offers different @types of loans, investment choices and recreational opportunities.

Section 125 Plan for Health and Dental Premium

Section 125 of the Internal Revenue code allows you to have your dependent coverage premiums deducted before payroll taxes are withheld resulting in tax savings to you.

Flexible Spending Accounts

Employees may participate in flexible spending accounts for reimbursement of medical and/or dependent care expenses.

Direct Deposit

Employees may have their bi-weekly paycheck deposited to the financial institution of their choice.

What is the highest level of education you have completed?

High School Diploma or valid equivalent

Associate's Degree

Bachelor's Degree

Master's Degree

Doctoral Degree

None of the above

How many years of administrative support experience do you have in a Risk Management, Insurance, Legal, Human Resources, or similar environment?

No experience

Less than three (3) years

At least three (3) years but less than four (4) years

Four (4) or more years

If you indicated having administrative support experience in the above areas, please describe your experience and duties performed. Please note that "See resume" is not a valid response. Failure to answer this question in detail may result in disqualification of your application. If you do not possess the above, please @type "N/A."

Do you have any experience in Risk Management and/or Legal information systems? If so, please describe your experience below. Please note that "See resume" is not a valid response. If you do not have this experience, please @type N/A.

Do you have any knowledge and/or experience in Certificate of Insurance (COI's) and different lines of Insurance coverage? If so please describe it below. Please note that "See resume" is not a valid response. Failure to answer this question in detail may result in disqualification of your application. If this question does not apply to you, please @type "N/A."

Do you possess [or are you able to obtain within fourteen (14) days of hire] and maintain a valid Florida driver's license?

Yes, I possess a valid Florida driver's license.

No, I do not have a valid Florida driver's license but I'm able to obtain one within 14 days of hire.

No, I do not possess a valid Florida driver's license and will not be able to obtain one within 14 days of hire.

Do you have previous experience with a municipality or county agency?

Yes

Do you possess an active Notary Public Certification?

Yes

Required Question

Employer

City of Boynton Beach

Address

100 E. Ocean Ave

City Hall - Human Resources

Boynton Beach, Florida, 33435

Phone

5617426275

Website

http://www.boynton-beach.org

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City of Boynton Beach

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Administrative Assistant - Risk Management/Legal