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Risk 2024-07-15 Risk Manager request To: Board of County Commissioners and County Manager From: Becky Butler Budget and Risk Director Date: 7-14-2024 Subject: Request for Reclassification of Risk Claims Administrator to Risk Manager Following the recent resignation of the Claims Administrator Risk Specialist, there is an urgent need to reclassify this position to a Risk Manager. The complexities and liabilities in managing risks have grown significantly, necessitating a more strategic and comprehensive approach to risk management at Lewis County. The proposed Risk Manager's role would encompass effective claims management, evaluating tort claims filed against the county, gathering case-related documents and evidence as requested by Washington County’s Risk Pool, and minimizing legal liabilities while managing insurance policies and renewals. Regular risk assessments are essential for identifying potential hazards, operational risks, and compliance issues that could impact county operations. Developing and implementing risk management policies and procedures ensures compliance with state and federal regulations to mitigate risks effectively. Additionally, providing comprehensive training and education programs to County employees on risk management practices and safety protocols enhances awareness and preparedness. Elevating the current Risk Claims Administrator position to Risk Manager is necessary because the role must encompass the expertise and responsibilities to oversee the risk management practices while updating and evaluating policies and procedures. This position would coordinate risk management functions, including Safety and Workers’ Compensation, under the direction of the Budget and Risk Director and County Administration, enhancing efficiency and strategic oversight. This proposed reorganization would help us to implement more effective risk management policies, reducing potential liabilities and ensuring proactive management of risks that could affect county operations and finances. The proposed budget impact would be approximately $16,000 to $20,000 to Risk Management Funds 5100 (WC) and 5120 (GL). However, the BOCC is still realizing overall savings by eliminating the HR and Risk Director and consolidating Risk and Public Defense under the Budget Department. While I am excited to take on the additional responsibilities of Risk and Public Defense and focus on rebuilding the programs, without this reorganization, I am concerned with the limited resources that we could provide the level of service our offices and departments desire. In the last few months, I have identified several areas of need, including finalizing the proposed risk policies, updating the expired contract with the third-party administrator, developing a comprehensive safety program, and updating many of the internal policies and procedures and our Continuity of Operations Plan for Risk Management and County Administration. Reclassifying this position is crucial to meeting risk management's increasing demands and challenges. Your consideration of this request is greatly appreciated. Risk Manager JOB DESCRIPTION Page 1 of 3 Job Title: Risk Manager Pay Grade: 125 FLSA: Exempt Job Code: Effective Date: July 2024 Revision Date: NATURE OF WORK Works independently under limited direction with a high level of autonomy and responsibility. Receives general direction from the Budget and Risk Director. Represent the County as Risk Manager, Claims Administrator and Loss Control Coordinator as required by Washington Counties Risk Pool, and is responsible for reviewing, assessing, and controlling the exposures to County employees, property, and the public. Routinely provides expert analysis and recommendations on complex claims. Plays a significant role in the planning, organizing, leading, and controlling of risk. ESSENTIAL FUNCTIONS: The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties. • Develop and administer programs for the reduction of risk or exposure to loss. Compile, research, draft and recommend adoption and implementation of Risk Management and Safety related ordinances, policies, procedures, and regulations and monitor for updates. • Administer and manage the County Risk Management program under the direction of the Budget and Risk Director and serve as liaison between the County and Risk Pool regarding risk management. • Advise, assist, and brief the County Manager and the BOCC regarding risk programs and liability issues, insurance coverage(s), reserves, deductible, self-insured retention (SIR) levels, loss prevention and general risk issues; consult with elected officials and department heads on a wide range of risk and safety-related matters. • Review and monitor local, federal, and state laws and regulations related to personnel, safety, and workers’ compensation insurance, as well as provide updated information to applicable parties. Advise and train appointing authorities, managers, supervisors, employees and volunteers on risk management and safety policies, procedures, and practices. • Develop and administer tracking systems to ensure proper evaluation, control, and documentation of liability and insurance claims. Review, investigate, and follow up with claims and incident reports to assess liability, minimize exposure to accidents and injuries and ensure a safe workplace. • Review contracts, policy renewals, insurance certificates, personal services agreements, lease or rental agreements to ensure acceptable risk, insurance and hold harmless and indemnification stipulations per policies. • Administer, track and process renewal of all insurance policies. Serve as County contact regarding all property, liability, and other insurance issues. Assist departments, adjusters, and insurance companies with the County filing claims against responsible parties and insurance policies. Job Title: Risk Manager Job Code: XXXXX Page 2 of 3 • Designated as Claims Administrator to develop and oversee the administration of the County’s Civil Claims Program. Collaborate with the Prosecuting Attorney’s Office, Washington Counties Risk Pool, outside attorneys, investigators, insurance companies in processing claims and litigation. Work with all departments, County officers, employees, Prosecuting Attorney, and outside counsel resolving claims and defending lawsuits. • Perform investigative work in the field, including interviewing parties involved, photographing, evidence gathering, and researching police reports. • Administer and reconcile the Risk Management Imprest Account, review and reconcile invoices from the Risk Pool and submit to the County for payment. • Develop and establish procedures for administering the County’s Self-Insured Workers’ Compensation program. Ensure the proper reporting of incidents and accidents. • Work closely with the County’s Third-Party Administrator assisting with Workers’ Compensation Claims. Use L&I incidents/accidents information to generate reports for safety committee meetings, manages the annual OSHA 300A reporting and posting requirements. Assist with return-to-work accommodations as needed. • Develop, update, and maintain County safety policies & procedures. Develop, implement, coordinate and conduct employee training and safety training programs as needed and required by statute and safety policies and procedures. Coordinate with Human Resources personnel to maintain safety training records. • Provide oversight of County safety committees to ensure they comply with OSHA and WISHA regulations. Investigate and follow up on suggestions/inspections of safety committees as needed. • Perform impartial investigations initiated by management or employees as they apply to the Risk Pool. Assist in the resolution of complaints and grievances; investigate and analyze situations and evaluate information to assist in making recommendations on the appropriate course of action. WORKING ENVIRONMENT / PHYSICAL DEMANDS: Work is performed in a standard office environment and in and around County facilities when conducting safety inspections/investigations, subject to light physical demands and frequent use of personal computers. May require work outside of normal working hours and/or travel for training or meetings with other offices and jurisdictions. EMPLOYMENT STANDARDS: Bachelor’s degree in occupational health and safety, safety studies, business or public administration, or a related field; and three (3) years of professional experience in an occupational health and safety program. OR Associate’s degree in safety, health, environmental, or a closely related field; AND five (5) years’ experience working in safety for a large employer with a diverse work environment. OR Possess a combination of educational and professional experience that would ensure successful performance of the position duties. Professional work experience may substitute year-for-year for the educational requirements above. Job Title: Risk Manager Job Code: XXXXX Page 3 of 3 Certifications as a Washington Workers’ Compensation Professional and Safety and Health Specialist are required within two (2) years of employment; must have the ability to obtain a Medic First Aid Certification; a valid Washington State Driver’s License is required. KNOWLEDGE AND SKILLS: Knowledge of: • OSHA, Division of Occupational Safety and Health (DOSH), and L&I programs, safety policies, and regulations. • County policies and procedures. • Safety and workers’ compensation principles. • Regulations and standards governing workplace safety. • Workers’ compensation and safety recognition programs. • Procedures for conducting safety inspections and investigations. • Various workplace safety training topics. • Departmental records, reports, and documentation. Skills in: • Maintaining discretion when dealing with sensitive and confidential issues. • Performing a variety of safety and workers’ compensation claims management functions. • Providing safety consultation to County departments, management personnel, and elected officials. • Conducting safety inspections and investigating workers’ compensation claims and safety complaints. • Developing and delivering safety training to County employees. • Establishing and maintaining effective working relationships with County departments and personnel, healthcare professionals, and outside agencies. • Communicating effectively verbally and in writing.