Retirement Board Coordinator
Job ID: BH340135
Category: Administrative Assistant
Provides administrative assistance in the day-to-day operations of the MPAERS and related Retirement Board and Retirement Board meeting preparation and correspondence.
1. Schedules and provides notification of monthly, quarterly and special Board meetings.
2. Prepares board meeting agendas, minutes, processes and prepares expense vouchers, prints checks, deposit letters, disability packets, and miscellaneous correspondence for all Massport Retirement Board meetings.
3. Utilizes BoardVantage software to upload board meeting materials to board member’s iPads. Serves as primary contact with BoardVantage and monitors upgrades as needed.
4. Assembles other relevant documents for Retirement Board meetings and prepares and submits catering requests for same.
5. Responds to Retirement Board member requests as needed and includes but is not limited to travel arrangements, review and preparation of expense reports, board correspondence and other requests for information.
6. Provides other general office support including but not limited to answering phones, filing, photocopying, and general correspondence.
7. Sends requests for and tracks medical records and related correspondence for disability applications. Photocopies and prepares master disability packet for review and member file. Utilizes Prosper to upload disability documents to our regulator, PERAC.
B. Provides frontline customer service assistance to all active, inactive and retired members and fields all other inquiries from outside vendors, other retirement systems and sales calls.
1. Addresses member phone, written and in person inquiries on retirement issues.
2. Advises employees on prior service buyback opportunities. Corresponds with other
Chapter 32 systems and other state agencies regarding prior service, employment and transfer information. Produces prior creditable service buyback calculations.
3. Responds to member requests for buyback information, service calculations and retirement allowance estimates.
4. Advises current and terminated employees of retirement rights and status of their
5. Maintains the appropriate level of confidentiality for all employees.
6. Prepares annual affidavit mailing, handles subsequent retiree inquiries, tracks responses
and prepares follow-up correspondence.
7. Prepares other membership mailings as necessary including but not limited to annual member statements, notices of deposits, 1099Rs, annual inactive member letters, and board elections.
8. Refers inquiries to appropriate staff as needed.
C. Performs retirement system record keeping and records retention related tasks.
1. Maintains the administrative, investment and membership paper and electronic files.
2. Updates member information on retirement database (PTG) as needed.
3. Archives records according to records retention schedule and performs record destruction when necessary approvals have been granted.
D. Acts as retirement’s Safety Coordinator for all Authority security and safety issues.
II. SECONDARY JOB TASKS:
A. Performs general support functions as needed.
1. Maintains working knowledge of word processing, spreadsheet and database software.
2. Performs mailings as needed.
3. Coordinates and set-up meetings as required.
4. General telephone, photocopying and facsimile operations, as required.
B. Researches and completes special projects, as assigned.
C. Performs other duties, as assigned.
III. JOB REQUIREMENTS AND QUALIFICATIONS:
A. EDUCATION LEVEL: Associates Degree in Business Administration or related field preferred.
B. EXPERIENCE IN RELATED FIELD: 3-5 years experience in benefit plan administration or related field preferred.
C. UNIQUE EXPERTISE/CERTIFICATION/REGISTRATIONS:
1. General knowledge of Massachusetts General Law, Chapter 32 and 840 CMR (PERAC regulations) is preferred.
2. Working knowledge of data base systems and spreadsheets.
3. Working knowledge of word.
4. Ability to maintain confidentiality in all assignments.
5. Ability to pass a Massport controlled substances test and background security checks.
D. WORKING CONDITIONS:
1. Environmental Parameters: Ability to work in an office environment and at all Massport facilities, as needed.
2. Physical Demands:
a. Strength: Ability to exert up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move an object.
b. Type: Ability to perform administrative duties, typing, filing, bending over to low files, reaching high files. Ability to walk or stand for extended time periods. Expressing or exchanging ideas by means of spoken word.
E. WORK SCHEDULE: Ability to work a 37.5-hour week and to attend meetings outside of normal business hours, as necessary.
F. EQUIPMENT USED: Telephone, photocopier, fax, computer, printer, calculator, and other MPA equipment.
The Planet Group of Companies is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.