Insurance Program Assistant

Purpose and Scope

To support the Diocese of Phoenix in its mission to Encounter the Living Christ. This position provides support to the Claims/Risk Manager and Diocese of Phoenix Insurance Program.

Essential Job Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Work on two separate computer systems: Diocese of Phoenix and the Catholic Mutual Group as emails, calendars, and working with various programs.
• Prepares reports, correspondence, and other materials from rough draft to final report, in a timely and accurate manner using word processing software and equipment.
• Provides primary clerical support to the Claims/Risk Manager by scheduling all on-site inspections, processing all incoming and outgoing mail, photocopying documents, and maintaining an accurate filing and system for all claims and safety inspections.
• Assists with the management of the Diocesan Property & Casualty Insurance Program by maintaining all relevant Program records, producing reports, and performing analysis of the financial performance of the Program.
• Sets up new claim files and review closed claim files.
• Maintain computerized diary systems for safety inspections. Sets appointments and follow-up confirmations for safety inspections at each Diocesan location.
• Prepares multiple annual insurance renewal forms, and drafts to final form for CFO signature.
• Compile, type, and distribute information at the request of the Claims/Risk Manager & CFO.
• Maintain Program record-keeping: perform filing and photocopying as required.
• Follows-up, obtain and record inspection reports from all Diocesan locations.
• Process, maintain, and follow-up on the Application for Special Events and Application for Sponsored Events and determine liquor liability coverage.
• Follow up with Lessee and/or parish personnel to obtain payment for cost of coverage provided, document, and forward payment to Finance.
• Maintenance of updating the Diocesan fleet Auto List, records and making necessary changes for billing purposes. Maintenance of Catholic Mutual Group Auto List and update CMG of all changes monthly.
• Work and follow-up with Diocesan locations to obtain necessary information to prepare an Auto Insurance Identification Card.
• · Prepare an Auto List and work with Controller/Accounts Receivable staff to prepare and update billings for Program participants.
• Maintain information for all covered locations: properties and automobiles.
• Read and review contracts/agreements to determine insurance requirements/limits, adverse language, and if an Addendum to Contract is required to process a Certificate of Insurance.
• Read and review contracts/agreements to determine if Workers Compensation is required and write/follow-up with WC carrier to obtain WC Certificate.
• Review emails for miscellaneous calendaring for CFO and work with various departments for scheduling meetings.
• Update the Parish Contact List as needed and provide it to various personnel.
• Annually work with Arizona Motor Vehicle Division Mandatory Insurance (Auto Self-Insurance); Arizona Department of Economic Security (Preschools); Department of Health Services (Preschools); and Valley of the Sun United Way Scholarship Programs (Preschools) and obtain current insurance requirements to provide a certificate.
• Review and work on annual reminders to Diocesan locations regarding festivals, sponsored events, etc., to obtain information needed to provide event and/or liquor liability coverage.
• Update Diocesan website with updated/revised CMG documents. 

Additional Job Functions

• Performs any job-related tasks necessary for the smooth flow of operation within the Diocese of Phoenix Insurance Program and the Finance Office.
• Assists Catholic Schools Office staff with special projects on an as needed basis.

Knowledge, Skills, and Abilities Required

• Strong attention to detail.
• Bilingual in English/Spanish preferred.
• Excellent verbal and written communication skills.
• Excellent interpersonal skills and the ability to work with others in a team setting yet work independently.
• Ability to utilize Microsoft Excel for data analysis (including the use of formulas and functions) and report generation (both data and graphical).
• Strong understanding of office software applications including Microsoft Office suite, Google applications (Docs, Sheets, Slides & Forms), Internet navigation and web-based tools, Adobe Acrobat Professional, and an ability to learn other computer applications quickly.
• Ability to maintain confidentiality.
• Ability to organize, set schedules, make travel arrangements, and prioritize tasks.
• Ability to recognize potential problem areas and utilize problem solving reasoning.
• Ability to work under conditions of frequent interruptions and maintain accuracy of detail under pressure.

Minimum Qualifications

• Active practicing Roman Catholic in communion with the Church.
• High school, commercial, vocational, or technical school graduate or equivalent required.
• Three years’ working experience in a related position.
• Understands the use of Microsoft Excel for data collection, manipulation, and report generation.

Work Environment

• This job operates in a professional office environment. 
• This role routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets.

Physical Demands

• This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets, and bend or stand, as necessary.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.