Position Summary:

Under the direction of the Director of Risk Management or designee, the Legal Assistant is responsible for developing, implementing, and monitoring the Risk Management department’s administrative functions involving all entities. This position also supports the legal duties of the General Counsel and maintains various databases within the Risk Management department. The Legal Assistant supports department staff as directed, administers internal and insurance claims, and maintains essential legal records.

Essential Job Functions:

Organize documents for litigation and legal record keeping. Transcribe and proofread legal documents. Track court and administrative hearing dates. Assist in preparing documents and reports in anticipation of litigation and ensure that records are maintained in compliance with company policies and all legal obligations. Analyze facility claims, loss, and accident history to assist in planning, developing, implementing, and maintaining appropriate risk management programs designed to promote safe working conditions and employee safety and reduce loss experience. Assist with reviewing and analyzing changes to California and/or Federal laws that impact company operations. Prepare documents for discovery and maintains discovery logs. Assist in internal investigations into violations of workplace policies and procedures. Assist in analyzing loss data and trends to identify opportunities for improvement. Answer telephones, greet staff and visitors to respond to inquiries from staff, carriers, the public, and outside agencies regarding risk management claims, policies, and procedures. Assist with preparing staff training materials to deliver information regarding insurance and safety, health and environmental procedures, and/or general loss control and prevention. Coordinate various activities (e.g. appointments, meetings, conferences, etc.) to implement and maintain services and/or programs. Prepare written materials (e.g. reports, summaries, claims, etc.) to document activities, providing written reference and/or conveying information. Process a variety of documents and materials (e.g., certificates of insurance, mail and supplies, liability and property loss claims, subpoenas, records requests, pre-trial discovery and depositions, workers compensation claims, etc.) to document activities, meet regulatory requirements, and/or ensuring an accurate audit trail. Assist with reviewing and following up on injury and loss reports to review claims and minimize loss. Assist, coordinate, and or lead investigations of injuries, vehicle, and public accident incidents (e.g., interviews involved parties and company personnel, may visit sites, take photos and measurements, etc.) for the purpose of assuring proper procedures are followed to document the incident. Maintain department database to provide information and data for insurance underwriting policies and coverage records on leased or owned vehicles, equipment, buildings, and authorized drivers. Maintain department legal files to ensure all active and former legal matters are up to date and accurate. Maintain manual and electronic files, documents, and records (e.g., supply and equipment records, claims files, legal documentation, safety health and environmental prevention, and hazard plans) to document and/or provide reliable information. Monitor assigned activities and/or program components (e.g., deadlines, statutes of limitations, workers compensation, general property, and liability, excess coverage, motor vehicle record checks, transportation drug testing, medical screening compliance, departmental expenses, and contracts, etc.) to ensure compliance with financial, legal and/or administrative requirements. Serve as an ad hoc Transportation Accident Review Panel member to review facts, listen to testimony, and determine accident prevention methods. Assist with the investigation of accidents, theft, and vandalism incidents. Research, analyze, and compile reports such as First Report of Injury/Accident, OSHA citations and correspondence and/or Cal OSHA reports, vehicle accident reports, etc. File new insurance claims and act as liaison between insurance carriers and the Company to facilitate claim resolution. Perform other job tasks as assigned.

 

 

Job Requirements:

Essential Skills and Abilities

Excellent problem-solving abilities. Effectively communicate across all user levels within all companies Basic understanding of legal terminology. Research skills to gather information relevant to legal analysis or compliance. Strong written, verbal, and presentation skills. Communicate effectively orally and in writing. Establish and maintain effective working relationships with staff and business partners. Collect and analyze data and information. Ability to prepare and present training materials to small groups. Prepare clear, complete, concise general and statistical reports. Analyze situations carefully and adopt effective courses of action. Thrive in a dynamic and forward-thinking environment, maintaining composure and a positive attitude. Skilled at developing key relationships while maintaining effective working relationships with staff visitors, vendors, and business partners Ability to effectively convey the Risk Management mission and expectations. Effective use of media and electronic data tools for the completion and expectations of the position. Requires regular onsite attendance and punctuality. Requires the ability to maintain a high level of confidentiality. May require occasional evening and/or weekend availability.