Position Overview

Reporting to the Manager, Insurance & Risk Management, is responsible for providing administrative services including data entry pertaining to insurance claims and maintenance of insurance claims files and the collection of required paperwork form both internal and external sources. Provides administrative services, such as insurance applications, policy wordings, invoices and all other risk related work from both internal and external sources. This position will provide administrative support for the Claims Analyst, the Risk Analyst and the Manager. This role will coordinate the payment of all insurance policies and claim related costs.

Responsibilities

Administration, Insurance Claims and Data Record Functions:

• Responsible for the claim services inbox, includes daily monitoring and ensuring action on each item.

• Maintains computerized insurance claims system files and hard copy filing system by compiling, reviewing, and summarizing the relevant documents from risk and insurance related sources.

• Assists in the investigation and settlement of claims.

• Follows up with internal stakeholders, claimants and internal and external adjusters and legal counsel for required documentation for insurance claims process.

• Performs data entry for insurance claims invoices, etc.

• Prepares correspondence and follows up with all internal and external stakeholders to maintain up to date insurance claims files.

• Provides administrative support to Claims Analyst and all others managing claim files.

• Files insurance claims paperwork into soft copy files and hard copy files (when applicable).

• Closes and places files into the City’s records system.

• Creates and maintains recordings, notes, minutes etc. for all required meetings, events etc.

• Assists in the creation and maintenance of all claim policy documents.

• Assists in the development of the computerized insurance claims system, including updates to maximize claim process change initiatives. Works closely with the system vendor to request changes to system functionality as required.

Administration, Risk Functions:

• Provides administrative support to Risk Analyst.

• Assists in the maintenance of all risk files, including tracking of contracts reviewed.

• Assists with certificate of insurance filing and general questions.

• Assists in the creation and maintenance of insurance activity files including policy wordings, policy binders, invoices etc.

• Assists in the annual collection of data for the annual renewal.

• Assists in the creation and maintenance of all risk policy documents.

• Creates and maintains recordings, notes, minutes etc. for any and all required meetings, events etc.

• Assists in the development of the computerized risk system (module of the computerized insurance claims system). Includes participation in the development of future modules for the program.

Communication and Customer Service:

• Responds to inquiries from City staff regarding insurance claims status or refers to appropriate personnel.

• Assists external callers with insurance claims inquiries and messages.

• Assists with risk management awareness seminars including workshops and seminars; compiles committee materials for City employees, as required.

• Participates in operating Departmental meetings regarding risk management and insurance issues.

• Ensures that services provided meet City customer service standards.

• Participates on committees, work groups, task forces and special projects, as assigned.

Other Duties:

• Performs other related tasks and projects as assigned, which are in accordance with job responsibilities or necessary department and corporate objectives.

• Responsible for ensuring compliance with the Ontario Health and Safety Act and Regulations and the Corporate Health & Safety policy and related procedures.

Qualifications and Experience

• Two (2) year College Diploma in Business or suitable equivalent.

• College Degree or University Degree with an insurance focus preferred.

• Working towards a Certified Insurance Professional (CIP) and/or Canadian Risk Manager (CRM) designation.

• Minimum three (3) years' experience in a similar administration role.

• Basic understanding of insurance, claims and risk management.

• Working knowledge of computer applications including Microsoft Office, Microsoft Outlook, and Microsoft Teams.

• Demonstrated ability to deal effectively and courteously with the public, City staff, and external agencies.

• Demonstrated ability to work independently and in a team environment.

• Knowledge of Cloud Based computer/claim system an asset.

• Knowledge of, and demonstrated ability in, the city’s core competencies and relevant functional competencies.

Working Conditions:

• Standard office environment. Ability to work outside normal business hours, as required.

We thank all applicants for their interest; however, only those selected for an interview will be contacted. Please be advised, the City of Vaughan uses email to communicate with applicants for open job competitions.

The City of Vaughan is committed to diversity and inclusivity in employment and welcomes applications from qualified individuals of diverse backgrounds. The City of Vaughan is also committed to providing accommodations for people with disabilities. If you require an accommodation, we will work with you to meet your needs.