Management Assistant

Management Assistant

Starting Salary Range: $48,000 – $58,000

Benefits offered with this position include: Defined benefit pension plan 401a with City match Optional 457 Deferred Compensation plan Reciprocal Pension Credit, available for pension-qualified applicants Retiree health reimbursement account Very generous medical/dental/vision/pharmacy plans Paid vacation, personal time, floa

• ting holiday, plus sick days. Unused vacation and sick time rolls over
• Short-term and long-term disability, life, and AD&D insurance
• Flexible spending accounts
• You can earn up to $500 annually by participating in our Wellness Incentive Programs. These dollars will be deposited into a health reimbursement account (HRA), which can be used toward eligible health care expenses
• Tuition reimbursement $5000, must be employed 1 year to be eligible
• Employee assistance program
• Voluntary benefits like accident coverage, critical illness, LegalShield, and Identify Theft

Role Summary

To provide a variety of highly responsible, confidential and complex administrative duties for the Retirement System Office, with minimal supervision.

Duties

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

Essential 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.

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.
• May assist with budget processing system by completing budget forms, evaluating submissions and recommending changes, forecasting salaries and expenses, preparing final budget and monitoring throughout the fiscal year.
• 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.

Training and Experience

Required

• Bachelor’s degree in public or business administration or a closely related field
• Experience in general office practices and procedures: at least 2 years
• Experience in coordinating work activities: at least 2 years

Preferred

• Office administration and staff assistant work: at least 4 years

Related Titles: Office Support, Bank Teller, Lead Teller, Office Technician, Management Assistant, Executive Assistant, Office Manager, Banking Relations Manager, Administrative Support, Front Desk Manager, Banking Relationship, Customer Relations, Customer Service, Pension Analyst, Administrative Assistant, Financial Analyst and Treasury Assistant.