Retirement Office -Office Manager at City of Ann Arbor in Ann Arbor, Michigan

Job Description:

Retirement Office - Office Manager

Salary: $57,157 - $60,000 (Offer will be commensurate with experience)

Benefits offered for this opportunity: 2024-Non-Union Benefits Summary

Role Summary:

To provide a variety of highly responsible, confidential and complex administrative duties with limited supervision; generates complex records, reports, analysis and studies; establishes and enforces departmental policies and procedures; independently make decisions and is held accountable for operating issues in the unit.

Essential Duties:

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


• Maintain/manage employee information/data for 401/457 plans. Provide customer service, notifications, schedule/prepare onsite consultations and webinars, reporting.


• Maintain/manage investment managers/building vendor contracts and information


• Maintain annual disclosures (cyber security & service provider)


• Schedule/maintain building service providers and building maintenance and inventory.


• Complete/direct estimate requests


• Manage and organize Retirement Board elections


• Plan and manage Ex-Officio meetings


• Manage petty cash


• 
  Serve as Safety Procedure liaison

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.


• 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

Education, Training and Experience Required at Entry:

• Associates degree (A.S., A.A.) with an emphasis in business or public administration


• Experience in general office practices and procedures: at least 5 years


• Experience in coordinating work activities: at least 5 years


• The City of Ann Arbor, at its discretion, may consider an alternative combination of formal education and work experience

Education, Training and Experience Preferred:

• Graduation from an accredited four-year college or university with major course work in public or business administration


• Office administration and staff assistant work: at least 7 years


• Municipal government: at least 5 years


• Supervisory experience: at least 2 years

Licensing Requirements at entry:

• N/A

View Additional Requirements and Information at: Office Manager Job Description

See job description

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