|SEIU White Collar Non-Exempt|
|Performs responsible staff work supporting the Police & Firefighters' Pension Boards by assisting the Executive Director to the Boards in a variety of secretarial, administrative and technical matters. Primary duties include coordinating the budget, meeting schedules and agendas, travel; processing invoices and travel reimbursements, taking and transcribing minutes, producing correspondence, bulletins and newsletters. Work also involves investigating complaints and recommending solutions to problems. Assignments are usually performed with minimal supervision. Work is performed under general supervision of the Executive Director and is reviewed through evaluation of reports submitted, results achieved, conferences and frequent discussions.|
|Organizes and assembles material needed for Board meetings, conferences, public hearings, etc., maintains Board calendars and coordinates scheduling arrangements, makes travel arrangements for Boards and staff; prepares and distributes agendas and other information; attends meetings, transcribes and distributes minutes and maintains the official records.
Coordinates preparation and submission of Board's annual budgets, and related reports.
Monitors financial records and consults with accounting, budget or purchasing personnel to resolve problems with invoices, budget transfers, requisitions, and related issues.
Confers, in person or by telephone with persons, requesting service or making complaints; conducts or directs necessary research and recommends appropriate action. May independently resolve problems or answer inquiries.
Serves as special staff assistant in collecting, preparing, and printing of informative material relating to activities and responsibilities of the Boards; conducts research for special studies and projects; collects and analyzes data and provides recommendations.
Acts as an ombudsman or advocate of pension plan members regarding inquiries, pension benefit clarifications, procedural misunderstandings.
Helps assemble, edit and develop a quarterly newsletter for each board as a device to communicate with both active and retired plan members.
Assists Executive Director and acts with delegated authority as assigned. Studies operations and consults with supervisory personnel from Employee Benefits and Finance on methods to improve programs and services.
Operates word processing equipment, on-line computer and other office equipment.
Establishes and maintains a comprehensive filing system; maintains contracts, and agreements for Boards; acts as coordinator of work performed by various departments for the Boards involved in processing of various transactions and the maintenance of related records.
Composes and types correspondence for Executive Director or Chairman's signature, either from general instructions or information obtained from researching files.
Performs other related duties as assigned.
|Knowledge of English composition, general math, office practices and procedures, budget development and administration.
Knowledge of personal computers and the proficient use of various software packages.
Knowledge of planning and implementing administrative programs.
Knowledge of the principles and practices of records administration.
Ability to operate a personal computer for extended periods of time.
Ability to operate various office equipment (copiers, faxes, calculators, etc.).
Ability to communicate effectively, both orally and in writing.
Ability to conduct research, analyze, interpret and report findings, and to make valid conclusions and recommendations.
Ability to work independently on complex and confidential assignments.
Ability to establish and maintain effective relationships with Board members, employees and the public.
Ability to organize and coordinate various activities frequently with stringent deadlines.
|High School Graduate plus at least four (4) years executive secretarial and administrative experience to include responsibility for researching issues, monitoring and maintaining complex records, development of correspondence, budget preparation, and handling complaints; or an equivalent combination of education, training, and experience. Documented evidence of word processing (including WordPerfect 5.1) and computer skills.|