The following is a compilation of Executive Director job descriptions for public entity pools. Seven states are represented in this compilation.
Job description number 1.
Job Title: Executive Director
Reports To: Board of Directors
FLSA Status: Exempt
Prepared By:
Prepared Date: 1/23/01
Approved By: Personnel Committee, Board of Directors
Approval Date: 12/4/02 (revised)
SUMMARY
The Executive Director is the chief administrative officer who directs and coordinates the day‑to‑day operations of the Company; implements and monitors the company policies established by contract, by‑laws and the Board of Directors; administers contracts with outside consultants; serves as advisor to the Board of Directors.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Include the following. Other duties may be assigned.
· Supervises subordinate managers who supervise other employees. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.
· Develops Company Budget, prepares budget reports.
· Negotiates and provides administrative oversight of contracts with service providers and suppliers.
· Prepares underwriting data, reviews actuarial reports, develops recommendations for the Board of Directors regarding new member applications ownership calculations product pricing, etc.
· Provides oversight of claim operations, approves settlement recommendations, assigns defense counsel.
· Serves as staff to Finance and Underwriting Committees.
· Provides oversight of and coordinates results of investment firm, prepares reports on investment results, maintains investment records in compliance with regulatory and accounting requirements.
· Provides oversight of and is responsible for annual audit.
· Responsible for accounting, bookkeeping, payroll, accounts payable/receivable. Prepares supporting reports.
· Responsible for reports required by and contact with governmental and regulatory agencies.
OTHER DUTIES AND RESPONSIBILITIES
· Plans meetings, prepares agenda, conducts meetings.
· Develops and executes marketing plan, prepares and presents marketing information to prospective members.
· Develops and presents training and informational programs.
· Prepares annual report.
· Responsible for accounting, bookkeeping, payroll, accounts payable/receivable. Prepares supporting reports.
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION AND/OR EXPERIENCE
Master's degree (M. A.) in Public or Business Administration, Insurance, Risk Management or Safety and at least eight years related experience and/or training; or an equivalent combination of education and experience.
JOB KNOWLEDGE
· Considerable knowledge of the methods and techniques of risk management.
· Considerable knowledge of the requirements, laws, and duties of public entities in the state.
· Knowledge of the principles and practices of underwriting, claims administration, loss control and state insurance requirements.
· Knowledge of various computer software applications and computer network oversight and maintenance.
· Knowledge of general office practices and management.
LANGUAGE SKILLS
Ability to read, analyze, and interpret the most complex documents. Ability to respond effectively to the most sensitive inquiries or complaints. Ability to write speeches, articles, reports and correspondence using original or innovative techniques or style. Ability to make effective and persuasive speeches and presentations on controversial or complex topics to members, public groups, and Board of Directors.
MATHEMATICAL SKILLS
Ability to understand and apply actuarial concepts, underwriting protocols and advanced statistical concepts.
REASONING ABILITY
· Ability to apply principles of logical or scientific thinking to a wide range of intellectual and practical problems.
· Ability to deal with a variety of abstract and concrete variables.
CERTIFICATES, LICENSES, REGISTRATIONS
Maintain valid driver’s license for duration of employment. Maintain state Insurance Intermediary license.
Job description number 2.
GENERAL MANAGER - SECRETARY - TREASURER
DEFINITION
Under administrative direction of the Board of Directors, to be in charge of the operations, functions, and administrative affairs of the (pool); to represent the Board’s policies and programs with employees, member agencies, and the general public; to prepare budget requests and make recommendations to the Board on final expenditure levels; to be responsible for employer-employee relations; to be responsible for the development and administration of risk management programs; to be responsible for investment of funds; to serve as Board Secretary and Treasurer; to do related work as required.
EXAMPLES OF DUTIES
Serves as Chief Administrative Officer for the (pool); provides advice and consultation on the development of Authority services, functions, and policies; oversees the development and administration of risk management programs; determines coverage forms and appropriate retention levels for new and ongoing programs; arranges for purchase of reinsurance to protect funds against catastrophic losses; determines equitable methods for allocating premium charges; manages investments of Authority funds in conjunction with investment advice; oversees records maintenance for losses and loss reporting systems; coordinates Claims Review Committee functions and Authority Committees; coordinates Authority claims adjusting procedures; negotiates terms and prices of excess insurance policies; coordinates preparation of the agenda for Board of Directors meetings; conducts a variety of special studies and surveys to determine the effectiveness of Authority programs and services; represents the Board’s policies and programs with employees, member agencies, and other government agencies; prepares the annual budget, making recommendations to the Board on final expenditure levels; maintains awareness of administrative practices and recommends changes which increase the efficiency and economy of Authority operations and services; has responsibility for personnel matters, including employment procedures, grievances, affirmative action, and employer-employee relations; oversees financial record maintenance and reporting; performs public relations functions; serves as Secretary for the Board of Directors.
DESIRABLE QUALIFICATIONS
Knowledge of: Methods, techniques, and requirements of general and risk management.
Claims reporting procedures and requirements.
Information gathering and research procedures related to discovery of liability and settlement of insurance claims.
Laws, rules, ordinances, and legislative processes controlling insurance, risk management, and Authority functions, programs, and operations.
Organization, operations, and problems of a joint powers agency.
Principles of budget development and expenditure control.
Public personnel and employer-employee relations practices and legislation.
Public and press relations.
Principles and practices of public administration, including administrative analysis, fiscal planning and control, and policy and program development.
Principles of supervision, management, and training.
Ability to: Plan, organize, direct, coordinate, and supervise the functions and activities of an organization to achieve efficient operations and meet service goals.
Exercise leadership, authority, and management tactfully and effectively,
Develop and implement excess insurance programs and services.
Prepare and administer a budgeting and fiscal control process.
Collect and analyze data on a variety of topics.
Effectively organize and carry out public and media relations.
Coordinate the preparation of Board and committee agendas.
Administer personnel and employer-employee relations programs.
Provide advice and consultation to the Board of Directors on the development of ordinances, regulations, policies, and program.
Communicate well during public presentations.
Prepare comprehensive reports and recommendations.
Effectively represent the Authority’s policies, programs, and services with employees, member agencies, representatives of other agencies, and the public.
Establish and maintain cooperative working relationships.
TRAINING AND EXPERIENCE
Any combination of training and experience which would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the requisite knowledge and abilities would be:
Five years of increasingly responsible work experience in a management or administrative position in a private or public agency. Background should include responsibility for formulation and implementation of programs, budgets, and administrative operations. Direct experience with insurance and risk management programs is mandatory.
SPECIAL REQUIREMENTS
Possession of an appropriate Driver’s License issued by the State Department of Motor Vehicles or the ability to obtain one within the first month of employment.
Some travel and overnight accommodations required.
Job description number 3.
POSITION DESCRIPTION
TITLE: President and Chief Executive Officer
REPORTS TO: Board of Directors
DIVISION: Executive FLSA STATUS: Exempt
TEAM: Leadership
BAND: Open
INTRODUCTION
(pool) recognizes it must provide high quality services to its members and employs a high quality professional staff that is personally committed to this principle. Employees are expected to work together as a team and expend whatever effort is necessary to provide quality service and achieve (pool) goals and objectives.
SUMMARY
This position is the top executive and leadership position of the Agency and is ultimately responsible for all strategic decisions. Works closely with the Board of Directors in developing the strategic vision and direction for the organization, advises the Board of Directors on matters of organizational policy, develops and implements operational policy.
Directs a diverse organization that provides a multi-line insurance program including property, liability, workers compensation, health benefits and unemployment compensation. This includes ultimate accountability for financial operations, marketing and membership, risk management, education and training, legal, legislative, and claims administration services, information systems, communications and administrative functions as well as risk financing including retention and insurance placement. The incumbent has considerable autonomy and exercises wide latitude in accomplishing these responsibilities.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Strategy
1. Defines and implements strategies to fulfill the organization’s mission.
2. Builds the senior management team.
3. Directs business development activities and explores new service and product opportunities.
4. Defines key partners needed to develop new programs and services, establishes key partnerships with targeted organizations.
5. With other senior management team members, establishes an environment that is adaptable and be well positioned to respond to dynamic market conditions.
6. Directs a competitive marketing and membership service plan to strengthen the organization’s positioning so as to create a unique and sustainable advantage for the organization.
7. Provides collaborative management of the organization with attention to members and growth in products and services; serves as model for negotiation of key relationships and growth.
8. Conducts operations in a manner that complies with applicable state/federal laws and regulations, organizational policy established by the Board of Directors.
Governance
1. Advises the Board of Directors on organizational policy matters.
2. Serves as Secretary to the Board.
3. Creates information to be included in agenda packets for Board of Directors and Board Committee meetings, attends and participates in such meetings.
4. Formulates and implements operational policy and directs the preparation and maintenance of records, reports and files.
5. Creates operational committees designates future committee chairpersons.
Management
1. Directs the development, implementation, maintenance and control of financial operations, marketing and membership, risk management, education and training, legal, legislative, and claims administration services, information systems, communications and administrative functions.
2. Selects, hires, orients and trains employees, supervises their work, develops staff appraisal system, provides for staff training/development and administers staff compensation. Maintains all personnel records and administers personnel policies.
3. Directs development of coverage documents and coverage structure. Negotiates terms and conditions with excess/reinsurers and when appropriate solicits proposals from various markets.
4. Directs preparation of the annual budget; administers the budget and provides regular financial reports to the Board of Directors. Monitors the investment of members' funds and reviews investment reports.
5. Directs legal staff in matters of litigation strategy, monitors legal and legislative issues affecting the organization and its members and responds appropriately. Initiates legislative matters affecting the interests of the organization and its members.
Operations
1. Develops and regularly makes presentations to members and trade and professional organizations throughout the United States.
2. Executes instruments, contracts and documents, and signs.
3. Ensures proper coverage is in place for the organization's operations and exposures.
4. Obtains adequate office space to house (pool) operations.
5. Prepares specifications, solicits proposals and/or bids and negotiates terms for products and professional contract services required by the organization.
6. Maintains knowledge of current trends and developments in the field by reading appropriate books, journals and other literature and attending related conferences and seminars.
COMPETENCIES
1. Collaboration
Promotes and supports work teams and groups
2. Reliability
Performs responsibilities dependably and accurately, fulfills promised actions
3. Responsiveness
Focuses on the customer, willingly helps others and provides prompt service
4. Assurance
Conveys trust and inspires confidence
5. Empathy
Deals with individuals, appreciates their differences, handles emotions and shows compassion for others
6. Self Confidence
Recognizes the contribution of others and is conscious of own ability
7. Initiative
Begins and follows through energetically with plans and tasks
8. Communication
Shares information, listens to what others are saying
9. Adaptability
Manages change, business processes, projects, time and resources
10. Decisiveness
Makes decisions and solves problems
KNOWLEDGE, SKILLS AND ABILITIES
1. Knowledge of governmental operations, common law principles, statutory law provisions, and business management practices, including financial and investment management, at a level normally acquired through completion of a Masters Degree or equivalent with courses in insurance, risk management, insurance, business administration, public administration or related fields.
2. Knowledge of property, liability and workers compensation insurance coverage, underwriting, claims administration, and litigation management normally acquired through achieving the Chartered Property Casualty Underwriter (CPCU), Associate in Claims Administration (AIC), Associate in Reinsurance (ARe) designation or equivalent.
3. Knowledge of risk management principles and practices in order to create, implement, manage and evaluate a comprehensive program normally acquired through achieving the Associate in Risk Management (ARM), Associate in Loss Control Management (ALCM), Certified Safety Professional (CSP) designation or equivalent.
4. Knowledge of employee benefit programs including but not limited to life, health, dental and vision coverages, employee assistance programs, managed care and unemployment compensation normally acquired through achieving the Certified Employee Benefits Specialist (CEBS).
5. Fifteen years of progressively more responsible experience necessary in order to gain the expertise needed to strategically lead a diverse organization utilizing legal, medical, insurance, risk management and financial disciplines.
6. Interpersonal skills necessary in order to deal effectively with a wide variety of internal contacts (employees, member staff and elected officials, Committees and the Board of Directors) and external contacts (service providers, vendors, government agencies, legislators and regulators, peers and professional associations.)
7. Analytical skills necessary to conduct complex and detailed analysis of complicated insurance policies, contractual agreements, state and federal statutory provisions, loss experience reports, financial statements and legal liability issues.
8 Negotiation skills necessary in order to negotiate complex agreements with consultants, insurance/reinsurance companies, insurance brokers, auditing firms, law firms and other professional services.
9. Written and oral communication skills in order to prepare and present reports, studies, educational programs and sessions, new member orientations, Board member training and the like.
10. Problem solving skills in order to resolve problems that arise with staff, members, service providers, insurance/reinsurance companies and others and to deal with unusual circumstances, situations and questions posed by members.
11. Ability to travel to member locations throughout the State and to attend training and continuing education programs throughout the United States.
12. Ability to use safe practices in accomplishing work activities.
13. Ability to think strategically, discern important from unimportant and establish priorities.
14. Ability to function independently with minimal direction and oversight possessing a high degree of self-motivation and self-direction.