Under general direction, supervises and oversees a unit of staff in the San Joaquin County Employees’ Retirement Association (SJCERA) who perform retirement counseling, application analysis/processing, and related technical and clerical duties in accordance with regulations established by federal and state statutes as well as the policies and regulations of the Board of Retirement; performs and coordinates difficult administrative projects for management; and does related or other work as required in accordance with Rule 3, Section 3 of the Civil Service Rules.
CLASS CHARACTERISTICS
This is the supervisory class in the Retirement Services series. Positions must meet specific criteria for allocation to this class and are not multi-allocated with other classes in the series. An incumbent in this class supervises Retirement Services Officers and Retirement Services Associates, as well as technical and clerical support staff, who provide support to active, deferred and retired members regarding service and disability retirements, death and separation benefits, service credit purchases, retiree payroll, health plan processing, and other services.
TYPICAL DUTIES
Directs the staff and activities associated with member and benefits services; plans, assigns, reviews, coordinates and monitors the work of subordinate staff, including Retirement Services Officers, Retirement Services Associates, technicians, and clerical support employees; analyzes work flow and accuracy, and implements changes to maximize productivity and member service; interprets policies, laws, regulations and standards and ensures that assigned operations comply with applicable requirements; documents existing policies, procedures and processes; assists management in the development of new policies, procedures and processes as assigned.
Selects, assigns, and directs employees; establishes standards for employee performance; evaluates employee performance and ensures compliance with quality and productivity requirements; initiates and directs disciplinary actions as needed; directs and oversees the development and implementation of performance improvement plans and training programs for employees to meet the needs of assigned areas; plans and conducts new employee orientation.
Performs analytical work that requires researching and gathering information from multiple sources, identifying relevant data and information, performing complex calculations and presenting conclusions and recommendations in accordance with established requirements; supervises and participates in the delivery of member benefits and services such as the analysis and disposition of retirement applications, the determination and calculation of benefits, and the coordination of benefits with external service providers; performs and coordinates difficult projects.
Serves as a subject matter expert with regard to member benefit services; consults and meets with various individuals and groups, including San Joaquin County departments, other governmental agencies, actuaries, legal counsel, and consultants, to share information and resolve difficult problems; instructs staff and others on changes in law and policy that impact operations; prepares and makes presentations to the Board of Retirement as required.
May assist members, spouses/domestic partners, beneficiaries, former spouses/partners, and attorneys with regard to death and life insurance distributions, complex domestic relations issues, and other difficult retirement situations, including resolving member complaints; may assist legal counsel with the preparation of cases for litigation, the processing of domestic relations orders, and the proper disposition of legal orders.
May attend Board of Retirement meetings, brief the Board on benefit administration issues, and respond to inquiries.
Supervises the development of forms, form letters, booklets, newsletters, and other informational materials for members and other interested parties; develops and makes presentations to individuals and groups as required; drafts and/or prepares a variety of difficult reports, correspondence, and other documents, using statistical or narrative formats; develops, maintains and monitors complex work logs and tracking systems; develops and maintains information using complex spreadsheets and databases;
Maintains and compiles workload and other statistical reports as requested; may participate in budget development and administration activities.
Supervises and coordinates the effective use of technology in assigned areas; ensures that staff receive sufficient technology training to meet job expectations; provides input to information technology staff regarding existing business practices and the potential for technology-related process improvements; may participate in the development and implementation of new and/or upgraded systems; serves as an advanced system user; may serve as a resource to other users in the resolution of basic technology issues.
MINIMUM QUALIFICATIONS
PATTERN I
Education: Graduation from an accredited four-year college or university with a major in business or public administration, finance, economics, accounting, or a closely related field.
Experience: Four years of progressively responsible experience researching, resolving, and processing retirement applications regarding complex defined benefit retirement programs, including at least two years at a level comparable to Retirement Services Officer in San Joaquin County.
OR PATTERN II
Education: Completion of 60 semester units from an accredited college or university with an emphasis in business or public administration, finance, economics, accounting, or other field with emphasis in business subjects.
Experience: Six years of progressively responsible experience that included researching, resolving and processing applications regarding complex employee defined benefit retirement programs, including at least two years at a level comparable to Retirement Services Officer in San Joaquin County.
AND FOR BOTH PATTERNS
License: Possession of a valid California driver’s license or the ability to arrange necessary and timely transportation for field travel.
KNOWLEDGE
Principles and practices of human resources management, including employee supervision, performance management, and staff development; the County Employees’ Retirement Act of 1937; advanced principles and practices of administering defined benefit retirement systems including retirement benefits counseling methods and techniques; principles and practices of efficient and effective business management including planning, organizing, directing, staffing, and budgeting; principles and practices of customer service and public relations; methods of researching, gathering, organizing, analyzing, and reporting information; mathematical and statistical data collecting and applications; financial record keeping principles and practices; personal computer systems and legal office computer software; advanced language mechanics, including grammar, spelling and vocabulary; office management procedures, practices and equipment.
ABILITY
Supervise a team of analytical, technical and clerical employees engaged in retirement benefits operational activities; select and train employees; evaluate performance and conduct employee discipline as required; understand, interpret, apply and explain rules, regulations, laws and policies related to retirement benefits administration; model and establish effective organizational and time management principles and techniques; develop and implement new systems and procedures; conduct studies, analyze facts, draw conclusions, prepare reports, and make recommendations based on findings; plan, evaluate and establish priorities and goals for areas of assignment; gather, organize, input and maintain complex information, including financial data; provide and obtain detailed and/or sensitive information from others as required; communicate effectively, both orally and in writing; establish and maintain effective working relationships with those contacted during the course of work; utilize advanced office procedures and equipment, including personal computers and standard office software.
PHYSICAL/MENTAL REQUIREMENTS
Mobility—frequent operation of a data entry device; frequent sitting, standing, and walking for long periods; occasional climbing stairs, pushing, pulling, bending, and squatting; Lifting—ability to occasionally lift up to 15 pounds; Vision—constant reading and close-up work and good overall vision; frequent eye/hand coordination; occasional color/depth perception and peripheral vision; Dexterity—frequent holding, grasping and writing; occasional reaching and repetitive motion; Hearing/Talking—constant hearing normal speech, talking in person and on the telephone; occasional hearing faint sounds; Emotional/Psychological—constant public contact, decision making and concentration; frequent exposure to grief; Special Requirements--may occasionally work weekends/nights/overtime; may be required to travel; Environmental--occasional exposure to noise.
San Joaquin County complies with the Americans with Disabilities Act and, upon request, will consider reasonable accommodations to enable individuals with disabilities to perform essential job functions.
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