Job Title |
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Job Family |
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Job Code |
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Job Exempt |
Pension Coordinator
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Seiu_White_Collar
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COG35
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N
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Pay Grade |
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Pay Rate Type |
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Minimum |
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Midpoint |
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Maximum |
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S16
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Hourly
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$22.61
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$28.83
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$35.05
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Job Description
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Performs responsible staff work supporting the General Employees' Pension Advisory Committee and the Police and Firefighters' Pension Boards or Trustees by assisting the Executive Director to the Boards in a variety of secretarial, administrative, and technical matters. Primary duties include coordinating the budget, meeting schedules, meeting agendas, and travel; processing invoices and travel reimbursements; taking and transcribing minutes; and producing correspondence, bulletins, and newsletters. Work involves investigating complaints and recommending solutions to problems. Assignments are usually performed with minimal supervision. Work is performed under the general supervision of the Executive Director. Work is reviewed through evaluation of reports submitted, results achieved, conferences, and frequent discussions.
Minimum Qualifications:
High School Diploma/G.E.D. Certificate and at least four (4) years of executive secretarial and administrative experience, including responsibility for researching issues, monitoring and maintaining complex records, supporting boards or committees, development of correspondence, budget preparation, and handling complaints; or an equivalent combination of education, training, and experience. Documented evidence of experience with word processing software (such as Microsoft Word), spreadsheet software (such as Microsoft Excel), presentation software (such as Microsoft PowerPoint), and general computer skills required.
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Responsibilities
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EXAMPLES OF WORK PERFORMED:
Note: The listed duties are only illustrative and are not intended to describe every function that may be performed by this job class. The omission of specific statements does not preclude management from assigning specific duties not listed if such duties are a logical assignment to the position.
Organizes and assembles material needed for Board meetings, conferences, public hearings, etc.; maintains Board calendars and coordinates scheduling arrangements; makes travel arrangements for Boards and staff; prepares and distributes agendas and other information; attends meetings, transcribes and distributes minutes and maintains the official records.
Coordinates preparation and submission of Board's annual budgets; and related reports.
Coordinates the disability pension application process, including maintaining medical records, working with third parties to schedule independent medical examinations, providing notice of hearings to applicants, maintaining records of the proceedings including final orders, and maintaining records of affidavits of continuing disability.
Monitors financial records and consults with accounting, budget or purchasing personnel to resolve problems with invoices, budget transfers, requisitions, and related issues.
Confers, in person or by telephone' with persons requesting service or making complaints; conducts or directs necessary research and recommends appropriate action. May independently resolve problems or answer inquiries.
Serves as special staff assistant in collecting, preparing, and printing of informative material relating to activities and responsibilities of the Boards; conducts research for special studies and projects; collects and analyzes data and provides recommendations.
Acts as an ombudsman or advocate of pension plan members regarding inquiries, pension benefit clarifications, and procedural misunderstandings.
Helps assemble, edit and develop a quarterly newsletter for each board as a device to communicate with both active and retired plan members.
Assists Executive Director and acts with delegated authority as assigned. Studies operations and consults with supervisory personnel from Employee Benefits and Finance on methods to improve programs and services.
Operates word processing equipment, on-line computer and other office equipment.
Establishes and maintains a comprehensive filing system; maintains contracts and agreements for Boards and coordinates with third parties, including attorneys, actuaries, investment advisors and investment managers, to accomplish Board directives; acts as coordinator of work performed by various City departments/divisions for the Boards involved in processing of various transactions and the maintenance of related records.
Composes and types correspondence for Executive Director or Chairman's signature, either from general instructions or information obtained from researching files.
Performs other related duties as assigned.
KNOWLEDGE, SKILLS AND ABILITIES:
Knowledge of English composition, general math, office practices and procedures, budget development and administration.
Knowledge of personal computers and the proficient use of various software packages.
Knowledge of planning and implementing administrative programs.
Knowledge of the principles and practices of records administration.
Knowledge of public records retention policies.
Ability to operate a personal computer for extended periods of time.
Ability to operate various office equipment (copiers, faxes, calculators, etc.).
Ability to communicate effectively, both orally and in writing.
Ability to conduct research, analyze, interpret and report findings, and to make valid conclusions and recommendations.
Ability to work independently on complex and confidential assignments.
Ability to establish and maintain effective relationships with Board members, employees and the public.
Ability to concisely and effectively summarize the actions of a board or committee in he form of minutes.
Ability to organize and coordinate various activities frequently with stringent deadlines.
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