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Benefits Assistant

DC Retirement Board

in Washington DC

ABOUT THE DISTRICT OF COLUMBIA RETIREMENT BOARD

The District of Columbia Retirement Board is an independent agency of the District of Columbia Government. Our mission is to manage and control the assets of the D.C. Police Officers' and Firefighters' Retirement Plan and the D.C. Teachers' Retirement Plans as well as to administer benefits for the members of the plans.

POSITION SUMMARY

The Benefits Assistant reports directly to the Pension Administrator (PA), and also provides administrative and operational support to the managers of the Benefits Department. The incumbent assists with maintaining operational efficiency by performing a range of operational and logistical support functions, and performs a range of communication-based duties requiring comprehensive knowledge of departmental policies, practices, and procedures.

ESSENTIAL DUTIES AND RESPONSIBILITIES (Duties that occupy a major portion of time and importance in the job)

• Provides administrative and operational assistance to the Retirement Services Manager that includes but may not be limited to: creating case folders for retirement, death benefit processing and reconsiderations; producing acknowledgement letters to new retirees/survivor and reconsiderations; updating Retirement Log; working with Specialists to ensure transition of health benefits; producing payment notification letters to new retires/survivors/beneficiaries; updating Death Benefit Activity Log; producing Debt-management notifications and tracking responses; setting up meetings with external partners as requested.
• Responsible for daily transmission of health care files to the IT department and resolving any feed discrepancies. Monitors daily benefits cases so that the logs are sufficiently updated.
• Composes and reviews outgoing correspondence to ensure adherence to department and agency format standards. Organizes assigned work by creating shared files, templates, lists, and procedures to assist the PA and other Benefit Managers.
• On a daily basis, research benefit case dispositions and provides information or statistical reports to Benefit managers and the PA. 
• Performs a range of staff and/or operational support activities; may serve as a liaison with other departments on basic administrative and/or operational matters, such as procurement, petty cash reimbursement, tracking approval requests, etc.
• Coordinates the ongoing administrative activities of the Benefits Department. This includes scheduling meetings, sending meetings notices, making travel arrangement, and tracking department timelines and important milestones.
• Maintains Benefits department calendar of project activities, and ensures staff is aware of key deadlines and other important dates. Sends out reminders to all benefits staff on compliance items such as training, entering information in PeopleSoft, etc.
• Acts as an intermediary for investigating critical and sensitive matters directed to the PA or other Benefit managers. Responds directly to member inquiries.
• Reviews/screens incoming correspondence and disseminates correspondence appropriately. Takes initiative to gather data in preparation for response, and/or redirecting communication to appropriate staff.
• Takes meeting minutes and transcribes them in accordance with DCRB standards. Assists with creation and proofing of Board and Committee reports. Runs Benefits Committee meeting by calling roll, recording votes, and coordinating meeting dates. Uploads PA produced documents to diligent.
• Coordinates large mailing projects and assists in performing mail merges, making copies, stuffing mailers, and operating the mail stamping machine.
• Screens incoming correspondence to PA and Benefit Managers, taking initiative to gather data in preparation for response, and/or redirecting communication to appropriate staff.
• Composes interoffice memorandum and non-routine correspondence to benefit-related service providers; coordinates assembling committee meeting packages, follows-up with benefit managers, and consultants regarding incomplete data and report clarifications. Proofreads documents to ensure accuracy.
• Performs internet research on benefit and pension-related issues. Utilizes the CLEAR system to locate members and update addresses.
• May be called upon to assist during payroll and high-volume times by responding to member calls/inquiries, updating member information in STAR (the System to Administer Retirement, an automated pension/payroll system), and communicating directly with members.
• Other duties as assigned.

FUNCTIONAL COMPETENCIES

• Advanced knowledge of the Microsoft Office Suite, particularly Microsoft Word and Excel.
• Proven ability to be proactive and work independently across multiple tasks.
• Proven ability to effectively communicate, both verbally and in writing.
• Ability to handle multiple tasks/duties and prioritize assignments, on an ongoing basis, and under various deadlines.
• Ability to coordinate information flow and activities between/among various stakeholders.
• Ability to maintain confidentiality of records and information.
• Ability to quickly resolve administrative problems and inquiries. 

REQUIRED EDUCATION & PROFESSIONAL CERTIFICATIONS

• Associate degree with at least three (3) to five (5) years relevant experience; or

JOB EXPERIENCE (Years & Type)

• A minimum of five (5) years’ experience that provides the knowledge, skills, and abilities required to successfully perform the duties of the position.
• Experience in member services, human resources, or health/benefits administration is preferred.

This job description describes the general nature and level of work being performed by the individual(s) assigned to this position. It is not intended to be an exhaustive list of all tasks, duties, responsibilities, and skills required. Management reserves the right to modify, add, or remove duties and to assign other duties as necessary. In addition, reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.

WORKING CONDITIONS

• Normal office environment.
• Work hours are 8:30 a.m. – 5:00 p.m. 

EQUAL EMPLOYMENT OPPORTUNITY

DCRB is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the employer will provide reasonable accommodations to qualified individuals with disabilities and encourage both prospective employees and incumbents to discuss potential accommodations with the employer.

How to Apply

To apply, please email the below listed application materials to dcrb.vacancies@dc.gov .

• Cover Letter
• Resume
• District Employment Application (DC2000) Employment Application

NOTE: The DC2000 is available as a fillable file document on the “Working at DCRB” page on DCRB’s website: Working at DCRB_DC2000 Employment Application.

All educational and experience requirements used to determine eligibility for this position must be officially verified at the time of appointment. No offer of employment will be deemed fulfilled without such verification(s).

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