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Trust Services Technical Specialist

2 months ago

Milton, United States Central Susquehanna Intermediate Unit 16 Full time
ORGANIZATIONAL RELATIONSHIP: The Trust Services Technical Specialist will report to the Business and Trust Support Accounting Manager and in their absence to the Chief Financial and Operations Officer (CFOO).

JOB DEFINITION: The Trust Services Technical Specialist will provide administrative support services to the Central Susquehanna (CS) Region School Employees Health and Welfare Trust, Pennsylvania (PA) Trust, as well as some CSIU administrative functions.

ESSENTIAL DUTIES AND RESPONSIBILTIES:
  1. Develop and maintain an understanding of the PA Trust and CS Trust relationships with member school employers, advisors and consultants. Develop and understand the program operations of both trusts.
  2. Apply all the rules of the Health Insurance Portability and Accountability Act of 1996 (HIPAA) privacy and security law relative to this position's work responsibilities.
  3. Make trust meeting arrangements for both PA Trust and CS Trust.
  • Make room reservations for in-person meetings, including facility and technology set-up. In addition, this includes the planning of the catering/food service for the in-person meetings.
  • Send email invites to all applicable attendees and track attendance.
  1. Breakdown the bi-weekly CS Trust prescription drug invoice by school employer.
  2. Initiate the daily receipts for PA Trust and CS Trust and the data entry of COBRA and Retiree check receipts and school district invoice payments for CS Trust
  • Review and deposit checks.
  • Enter data into the Trust's record keeping management software program.
  • Review and prepare breakdown reports for COBRA and Retiree deposit information.
  • Serve as a backup for entering data into T-CobraWeb software system.
  1. Assist other administrative office staff in completion of month-end and year-end fiscal and other support activities upon request of the Chief Financial Officer or the Business and Trust Support Accounting Manager.
  2. Prepare the school employer health, dental and vision end-of-month statements and accounts payable checks on a monthly basis.
  3. Prepare monthly receipt information for CS Trust to be used to update School Employer Statements.
  4. Distribute monthly receipt information to other Trust staff
  5. Complete other assigned monthly enrollment activity reports and fiscal reports on a quarterly and/or annual basis as directed.
  6. Prepare, on an as needed basis, the exit termination school employer financial position reports under Central Susquehanna Trust using supporting documents to collect the data to complete each employer report.
  7. Serve as main contact person for the day-to-day operations and monthly activities of the PA OPEB Trust program administration.
  • Prepare documents as needed.
  • Reconcile and prepare invoices.
  • Analyze monthly statements.
  • Track contributions, withdrawals, and fee income.
  • Distribute performance reports to participating Local Educational Agencies (LEAs).
  • Maintain the permanent filing system.
  • Prepare ongoing summary reporting for trustees.
  • Maintain an electronic address book/phone list of contact information.
  1. Serve as main contact person for the day-to-day operation and monthly activities of the GASB.
  • Work with actuary firm and legal counsel in regards to preparing and sending agreements.
  • Invoice LEAs on a monthly basis.
  • Receive, track, and reconcile invoices and fee payments.
  • Maintain a filing system for contracts.
  • Prepare ongoing summary reporting for trustees.
  • Maintain an electronic address book/phone list of contact information.
  1. Interpret monthly CS Trust investment information.
  • Review investment information.
  • Record detail of transactions in ledgers and reconcile monthly.
  • Prepare year-end investments reports include accrued interest, bond premium, and investments restated to Fair Market Value (FMV).
  1. Prepare the PA Trust monthly enrollment.
  • Update and prepare monthly contribution statements and invoices.
  • Email member trusts and districts their information.
  1. Maintain a library system to document and record of historical reference information, including but not limited to trust meeting action items.


OTHER SERVICES:
  1. Initiate, type, and distribute routine correspondence.
  2. Perform all other tasks as assigned by the immediate supervisor or designee.


EDUCATION, SKILLS, KNOWLEDGE AND EXPERIENCE REQUIRED:
  • Minimum requirement is an Associate's degree in Business Administration or Accounting and three (3) years' work experience in accounting, business or financial office role(preferred). Will consider a High School Diploma or equivalent General Education Diploma (GED) and a minimum of eight (8) years' work experience in accounting, business or financial office role.
  • Ability to work independently and as part of a team.
  • Proficient in executing assignments, anticipating additional project steps that may be beyond the obvious, and have proficient usage of grammar and sentence structure.
  • Requires the use of word processing (including mail merge capability), spreadsheet, e-mail communication, and data management software program applications (Microsoft Office - Word and Excel are preferred) and managing file sharing with Google Drive.
  • Adept at using virtual meeting platforms such as Skype, Zoom and Microsoft Teams.
  • Ability to maintain confidentiality and a professional positive demeanor.
  • Must have ability to communicate and work effectively with colleagues, co-workers, community agency personnel, and students/trainees.
  • Requires the ability to develop and maintain positive and collaborative relationships using tact and diplomacy and to remain calm in unpredictable situations.
  • Excellent organizational and time management skills to prioritize the task based on project deadlines. And must be able to type accurately and maintain a high level of productivity.
  • Required to enroll in and successfully complete software courses relative to work-related objectives as requested by supervisor.


ADDITIONAL ELIGIBILITY QUALIFICATIONS:
  • Current, approved Act 34 (PA State Police), Act 151 (PA Child Abuse Registry) and Act 114-FBI Fingerprint clearances are required and must be renewed at appropriate, specific intervals pursuant to Act 153 of 2014 (revised Act 15 of 2015).
  • Current, approved Act 126 Mandated Reporter Training certificate showing completion of a minimum of three (3) hours training every five (5) years.


PROFESSIONAL DEVELOPMENT REQUIREMENTS:
  • This person may be required to enroll in and successfully complete software courses relative to work-related objectives as requested by supervisor, and must maintain computer software skills.
  • Attendance at health benefits related seminars may be required.


PHYSICAL REQUIREMENTS:
  • Sedentary: Able to sit for extended periods of time, occasional walking, standing (as necessary) and able to lift and carry up to 25 pounds.
  • Dexterity: Finger movements (computer keyboard, calculator), eye-hand coordination (office equipment, etc.).
  • Audio-Visual Requirements: Within normal range with or without correction.
  • Is able to move throughout all buildings, floors and grounds.
  • Worksite Environment: Primarily indoors-office setting with occasional exposure to outdoor elements/climate during the day.
  • Mental demands: Steady response to unpredictable situations, ability to remain calm and productive during stressful situations. Demonstrates independent judgment, discretion and is able to manage multiple projects and deadlines.
  • Ability to travel to various work site locations and meetings as needed.


TIME AND SITE REQUIREMENTS:
  • This is a full time, non-exempt position following a 12-month work schedule. Additional working hours must be pre-approved by immediate supervisor.
  • Attendance at work is a requirement of this position; the immediate supervisor must approve any and all absences.
  • The immediate supervisor may request occasional evening or weekend work or attendance at overnight workshops.


CSIU PROPERTY AND CONFIDENTIALITY REQUIREMENTS:
  • All property, including intellectual property, materials equipment or actual products and services developed or accrued as part of the job duties and responsibilities listed above, is the property of the CSIU. It may not be used for personal profit or gain and will be relinquished to the CSIU upon termination of employment from the CSIU.
  • The person employed in this position shall maintain confidentiality with regard to the personal and private information about clients and coworkers, programs and services and any other proprietary information accrued as a result of CSIU employment or as required by state and federal laws and regulations.
  • The person employed in this position must understand and apply the rules of the Health Insurance Portability and Accountability Act of 1996 (HIPAA) to fulfill the requirements of this position.
  • The person employed in this position must adhere to all requirements identified in the code of professionalism entitled "Ambassadors Are Professionals, Too" and CSIU Administrative Regulation 317-AR-1 CSIU Service Standards.


The position holder must be able to perform the essential job functions with or without reasonable accommodation. It is the responsibility of the employee to inform their supervisor and the director of Human Resources of the need for any accommodations that may be required.