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Administrative Services Section

Mission

To provide support to all Sections within the Division, as well as companies in receivership, by efficiently and timely managing all issues related to human resources, general services, and records management.

Program Responsibilities of the Section

The Administrative Services Section is composed of three functional units:  Human Resources, General Services, and Records Management.  In addition, the Section handles special projects of a general nature that have a Division-wide scope.

The responsibilities of the Administrative Services Section are:

  • Internal administrative support for all Sections of the division.
  • Development of administrative policies and procedures for its areas of responsibility.
  • Human resource services for the non-state employees of the Division and employees of the estates.
  • Training and staff development for the Division.
  • Administration of the Meritorious Awards Program for the Division.
  • Coordination and maintenance of the Receiver’s internal insurance coverages.
  • Physical custodian of records for the Division.
  • Facilities management for all leased property of the Division.
  • Security and safety coordination for the Division.
  • Purchasing and procurement for the Division (state and receiver) in accordance with applicable laws and rules.
  • Management of a comprehensive mail processing center.
  • Coordination of the Division’s Continuity of Operations Plan (COOP).
  • Coordination and monitoring of the Division’s state budget.
  • Coordination of the Division’s annual report.
  • Management of the performance of contract providers involved in Section activities.
  • Management of the Division’s records storage facilities.

Accomplishments in the 2006-2007 Fiscal Year

Human Resources:

  • Provided extensive on-site human resource consulting support during liquidation of three domestic insurance companies and facilitated a domestic insurer’s massive recruitment campaign to hire a portion of the employees affected by the liquidations.
  • Began implementation of a management development training program.
  • Administered the Division’s 2006 Employee Climate Survey.
  • Implemented a debit card program for the flexible spending account.
  • Presented an Annual New Employee Orientation Program.

General Services Unit:

  • Directed the Division’s safety program through quarterly fire and evacuation drills, annual facility safety inspections, and training of personnel to use the Automated External Defibrillator.
  • Safety Committee members spearheaded an initiative to create an Intranet link to the Emergency, Health and Injury documents for Division employees.
  • Completed reviewing and updating process manuals.

Records Management Unit:

  • Continued the warehouse consolidation plan by closing the Iron Mountain Miami account and the Hialeah warehouse, and moving the records to Tallahassee. In addition, reduced storage space requirement at the Budget Storage facility by relocating records to the Sessions Road facility.
  • Responded to over 5,500 records requests.
  • Processed over 9,700 boxes of records received either from warehouse facilities outside of Tallahassee or insurance companies that were placed into receivership.
  • Completed reviewing and updating process manuals.

Special Projects:

  • Enhanced the communication function in Division’s Continuity of Operations Plan with the addition of first alert equipment.  Two Emergency Alert Radios were installed in Tallahassee (one in the Alexander Building and one in the Sessions Road Warehouse).  The Miami Office received an Emergency Alert Radio and a satellite telephone.
  • Administered a building security program for the Alexander Building involving the Receiver and the Divisions of State Fire Marshal, Workers’ Compensation, and Insurance Fraud.
  • Coordinated the updating and printing of the Division’s 2006 Annual Report and the Division’s Continuity of Operations Plan (COOP).
  • Administered the Division’s FY 2006-2007 state budget.

Goals

The FY 2007-2008 goals of the Administrative Services Section are to:

  • Establish and implement standards for the organization, security, and preservation of vendor records, assist the Legal Section to revise contract language to include established standards, and incorporate those standards into a records management policy and procedure.
  • Complete consolidation of all warehouses in accordance with the warehouse consolidation plan.
  • Continue to enhance the records management function of the Division.
  • Continue to enhance the Division’s safety program through employee training and awareness initiatives, fire and evacuation drills, and annual facilities inspections.
  • Continue to provide on-site receivership support, as needed.
  • Coordinate production of the Division’s 2007 Annual Report.
  • Manage the performance of contract providers involved in Section activities.

Staff and Contact Information

The Director of Administrative Services oversees the daily operations of the Administrative Services Section’s 15 professional, technical, and support personnel in Tallahassee.  The Administrative Services Section can be reached at the Division’s main telephone number (850) 413-3179, by fax at (850) 921-6115, or via the Internet at www.floridainsurancereciever.org.