Retirement Office

2 weeks ago

Ann Arbor, United States City of Ann Arbor, MI Full time

2024-Non-Union Benefits Summary

Role Summary:

To provide a variety of highly responsible, confidential and complex administrative duties with limited supervision; generates complex records, reports, analysis and studies; establishes and enforces departmental policies and procedures; independently make decisions and is held accountable for operating issues in the unit.

Essential Duties:

Incumbent may be responsible for, but not limited to, the following duties:

* File maintenance in the City's OnBase System (scanning and saving documents such as retiree filing, Board and Committee meeting packets, annual reports, union contracts, etc.)
* Regular updates to the Retirement System webpage on the City's website (posting meeting dates, attaching links to agendas, posting minutes, newsletters, investment reports, etc.)
* Transcribing meeting minutes for two boards and three committees on a monthly basis using digital recorder and software program. Compiling Board and Committee meeting packet items into pdf's for packet distribution.
* Schedule and coordinate events such as onsite and offsite meetings, annual Retiree Luncheon, and educational sessions.
* Register Trustees and Staff members for conferences.
* Accounts payable and receivable for both the Retirement and VEBA Systems.
* Ensure that retirement notices are sent to the City on a timely basis.
* Generate Board meeting agendas through the City's Legistar system, including sending them to the City's calendar through the program.
* Create annual member newsletter through Microsoft Publisher.
* Create PowerPoint presentations as needed.
* Sit in on final sessions for employees who are retiring and completing their paperwork and notarize documents.
* Prepare retiree files and certain accounting documents for scanning by an outsourced scanning firm on an annual basis. Coordinate pick-up and delivery of the files with the company.
* Performs and coordinates a wide variety of complex and confidential tasks, activities and inquiries involving Service Area Administrators, elected and appointed officials and City personnel.
* Understands management's objectives and decisions and makes appropriate judgments regarding the use and sharing of information.
* Maintains confidential employee records and confidential collective bargaining records according to contractual, City policy and legal requirements.
* Provides assistance to internal and external customers for service and information, focusing on providing solutions without making additional referrals.
* Utilizes knowledge of City policy and procedures and of other units of government to develop appropriate response or referral when necessary.
* Identifies and maintains appropriate working relationships with key individuals.
* Organizes and analyzes data in a variety of forms to answer questions and create reports in support of management, appointed and elected officials' decisions.
* Adapts and adjusts behavior and work methods rapidly in response to new information, changing conditions and unexpected situations requiring attention and resolution.
* Identifies and analyzes problems, making logical decisions and exercising appropriate judgment to recommend to management or independently implement solutions to organizational or individual problems.
* Creates and maintains policy, procedure and records management systems, specified document update and retention schedules.
* Manages and responds to Freedom of Information Act requests in accordance with State Law and City policy.
* Maintains and manages Service Area personnel records according to City policy.
* Establishes and manages administrative calendars, deadlines and procedures.
* Assures conformance to City procurement standards and protocols.
* Maintain/manage employee information/data for 401/457 plans. Provide customer service, notifications, schedule/prepare onsite consultations and webinars, reporting.
* Maintain/manage investment managers/building vendor contracts and information
* Maintain annual disclosures (cyber security & service provider)
* Schedule/maintain building service providers and building maintenance and inventory.
* Complete/direct estimate requests
* Manage and organize Retirement Board elections
* Plan and manage Ex-Officio meetings
* Manage petty cash
* Serve as Safety Procedure liaison

Related Work:

* Supports boards and commissions, including interacting with elected and appointed officials, constituency representatives and the public, attending meetings, creating packets and taking minutes.
* Defines, plans, executes and coordinates administrative projects based on executive directives, City policy and applicable State and Federal laws within a specified time frame.
* Performs other related duties as assigned

Education, Training and Experience Required at Entry:

* Associates degree (A.S., A.A.) with an emphasis in business or public administration
* Experience in general office practices and procedures: at least 5 years
* Experience in coordinating work activities: at least 5 years
* The City of Ann Arbor, at its discretion, may consider an alternative combination of formal education and work experience

Education, Training and Experience Preferred:

* Graduation from an accredited four-year college or university with major course work in public or business administration
* Office administration and staff assistant work: at least 7 years
* Municipal government: at least 5 years
* Supervisory experience: at least 2 years

Licensing Requirements at entry:

* N/A

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