Administrative Coordinator I/II - Liability Claims - Los Angeles, CA

Posted on: 08-01-2025 08:20 AM PST

Job Description:

This listing closes on 8/12/2025 at 5:00 PM Pacific Time (US & Canada); Tijuana.

The Division is responsible for preparing the annual budget, managing payroll, accounts payable, and coordinating supply management for the Office
It verifies that funds are available and that payments are in compliance with existing contracts, City policies, and guidelines
Additionally, the Division processes all payments for vendors, employees, and travel, deposits all monies received by the Office, and prepares various reports for the City Controller, City Administrative Officer, and other City departments concerning the status of budgetary accounts
Under the supervision of the City Attorney Financial Manager, and the Lead Administrative Coordinator, the duties and responsibilities of this position will include:
?Approve Liability Claims-related documents in the City’s Financial Management System (FMS),such as payment documents, vendor/payee setup and maintenance, appropriation, encumbrances, check cancellations, and expenditure corrections, and serve as a liaison with the Controller’s office to ensure concerns are immediately addressed
?Enter financial data into CityLaw and assist in the reconciliation with FMS
Conduct CityLaw training for the Divisions within the Office
?Assist in maintaining a database of liability expenditures and ensure that reports are reconciled with FMS
?Oversee the preparation of quarterly invoices and monitor reimbursement from various special funds
Review and approve Claims Board and City Council reports for appropriate funding and payment language
?Proofread Council motions to ensure accurate Controller instructions
?Monitor Claims Board and Council reports through the approval process
?Monitor case status in CityLaw and coordinate updates with Branch management and staff to ensure data accuracy
Provide guidance and training to staff on the protocols for CityLaw, and liability claims processes, including appropriate controller instructions and the required closing documents
?Prepare technical amendments and Council motions to revise funding and payment language if needed
?Assist in the preparation of various reports on the status of the liability claims accounts and historical payout information
?Assist in the preparation of liability projections with the collaboration of the Civil Litigation Real Estate, Municipal Law, and Public Rights branch chiefs, to provide Management and the CAO with the most current information
?Oversee 1099 reporting to the Controller
?Assist in the preparation of the biennial actuarial study and annual Controller’s reports such as the fiscal year-end reversion report, Generally Accepted Account Principles (GAAP), and other reports or information as requested
?Assist in the timely response to City officials and managers, press, and California Public Records Act (CPRA) inquiries related to liability expenditures
?Assist in the preparation and distribution of various monthly CityLaw expenditure reports and charts of liability payouts by City department
Conduct surveys and audits, and compile data to assist in the completion of the biennial actuarial study
?Serve as liaison to other City departments in resolving disputes over inappropriately charged liability payouts
?Completing ad hoc projects as instructed by management

Job Requirements:

?One year of full-time professional administrative experience performing duties andresponsibilities related to the Administrative Coordinator I/II position
?Strong organizational and leadership skills with meticulous attention to detail
?Proficient in public speaking, experienced in conducting training sessions, and capable ofexercising independent decisions
?Ability to multitask and work well under pressure, with minimum supervision
?Capable of upholding discretion and maintaining confidentiality
?The standard working hours for this position are from 8:00 a.m. to 5:00 p.m., Monday through Friday; however, hours may be adjusted as necessary
Reliable attendance and punctuality are mandatory
?Basic understanding of accounting principles
?Familiarity or knowledge of CityLaw and FMS
?Highly proficient in Microsoft Excel and Access
?Ability to work with and take a leadership role with City Attorney staff as relates to liabilityclaims accounting, and reporting
?Strong interpersonal skills and telephone presence
?Ability to work effectively and harmoniously with all levels of personnel in the Office, as well as managers and staff from other departments/offices

Website:

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ID:

JOB-65204

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