Division Director of Retirement Division

DISTINGUISHING CHARACTERISTICS OF WORK This is a professional, administrative, and supervisory position under the Mayor and Human Resources Director. A person in this position must exercise initiative and independent judgment in the operation and management of the retirement system. This is a highly responsible position, must plan and take initiative to accomplish tasks without immediate supervision or direction. ESSENTIAL EXAMPLES OF DUTIES The following illustrates examples of some of the essential duties and responsibilities of the Division Director of Retirement with the assistance of the assistant director, subordinate executives, subordinates and other personnel. There may be other essential functions, not listed below, in order to accomplish the tasks as presented by the Mayor and the Human Resources Director. Pursuant to the City Code the Division Director of Retirement should have the following duties: Administer the retirement division. Coordinate and administer the accounting, bookkeeping and clerical services required for the administration of the retirement division and pension and retirement plans offered by the city. Act as the custodian of all documents and other records of the board of trustees for the general employee's retirement system, the city's deferred compensation and defined contribution committee, and the elected official's retirement system. Attend all meetings and act as the recording secretary of the board of trustees for the general employee's retirement system, the city's deferred compensation and defined contribution committee, and the elected official's retirement system. Coordinate the meetings of the board of trustees for the general employee's retirement system, the city's deferred compensation and defined contribution committee, and the elected official's retirement system. Implement all administrative decisions of the board of trustees for the general employee's retirement system, the city's deferred compensation and defined contribution committee, and the elected official's retirement system. Properly, adequately and effectively respond to inquiries by the board of trustees for the general employee's retirement system, and the oversight committees for the deferred compensation and defined contribution plans of the city and the elected official's retirement system. Assist in the design and development of communication booklets, brochures and forms, webpage content and arrange for the distribution of required materials to participants and beneficiaries of the city's several retirement plans. Responsible for informing and explaining the pension system to new employees reviewing and assisting employees with application. Responding to all requests, i.e. for information, on questionnaires, from employees, beneficiaries, surviving spouses, etc. This individual must be able to recognize emergency situations affecting retirement system members and take appropriate action. Accountable for reporting information to professional staff, i.e. actuary, legal counsel, investment advisors, financial custodians, medical doctors, and auditors. Responsible for the maintenance of all employee and retiree files (computer and paperwork). This individual must ensure that City and employee contributions are accurately made, received and deposited in the bank timely. Responsible for directing staff activities as required and directing professional staff to provide their specialized services for the day-to-day operations of the retirement system. Supervises coordination of the monthly board meetings and committees. Preparation and distribution of the board agenda and its attachments, preparation and appropriate distribution of the board minutes. Transmits appropriate documents to State officials. Assists auditors in the preparation of annual audit report. Assists actuary with data for annual actuarial report. At the request of the Human Resources Director, plan auditors, accountants, investment managers, or actuaries, assist in the preparation of all reports and other documents to be prepared, filed or disseminated by or on behalf of the board of trustees for the general employee's retirement system, the city's deferred compensation and defined contribution committee, and the elected official's retirement system. Establish and control the city's pension and retirement systems' claims operation to ensure prompt and accurate review and determination of participant and beneficiary claims for benefits under each plan, to include, responding to all inquiries from participants and beneficiaries with respect to all applicable benefit provisions of the respective plan, drafting and revising all required claim forms, and providing the necessary claim forms to participants and beneficiaries upon request. Perform such other related duties and functions as requested by the Mayor and Human Resources Director. KNOWLEDGE, SKILLS, AND ABILITIES Total knowledge of the pension plan and actuarial procedures. Accounting knowledge, and skilled in the operation of computers and their record keeping capabilities. Ability to relay accurate and reliable information in a manner comprehensible to retirement system members and retirees. Ability to recognize emergency situations involving members in their affairs with and reliance on the system. Ability to compose correspondence, memoranda, create and coordinate items for inclusion on the agenda for Retirement Board agendas. Able to act independently with minimal supervision in directing legal counsel, actuary, investment managers, financial custodian, medical board doctors, and auditors to provide their services as required form day-to-day to assure smooth and efficient operation of Retirement System's functions and responsibilities. Guidelines for the work include City ordinances, Florida statutes, Pension Board policies, and traditional pension and actuarial procedures. Thorough knowledge of terminology that is specialized in nature. PHYSICAL REQUIREMENTS The following are some of the physical requirements associated with this position. Reasonable accommodation may be made by the City to enable an individual to perform the essential duties/functions of the position. Must have ability to effectively communicate and interact with other employees and the public through the use of telephone and personal contact as normally defined by the ability to see, read, talk, stand, hear, hands to finger dexterity, handle, feel or operate objects, read and write English. Physical capability to effectively use and operate various items of office equipment, such as but not limited to a personal computer, calculator, copier and fax machines. Work is performed indoors within a quiet to moderately noisy environment. Must be able to lift, carry and or push articles weighing up to 20 lbs. MINIMUM REQUIREMENTS AND EXPERIENCE Bachelor's degree from an accredited college or university in accounting, business administration or related field AND five (5) years of related experience in a governmental setting. OR Any equivalent combination of relevant education, training & experience may be considered.