State of Oregon Public Employees Retirement System Position Description Position Information Employee Name: VACANT Class Title: Retirement Counselor 2 Position No: Class No: C0842 Working Title: Data Service Retirement Agency No: 45900 Plan Analyst Section Title: Data Services Budget Auth. No: 001243540 Rep. Code: OA Established Date: 7/1/2015 Work Location: Tualatin OR PD Revised Date: Position: Permanent / Full Time FLSA Classification: Non-Exempt Eligible for Overtime: Yes PERS Mission Statement We serve the people of Oregon by administering public employee benefit trusts to pay the right person, the right benefit, at the right time. Program Information Describe the program in which this position exists. Operations Division The Operations Division is responsible for providing accurate information and timely customer services to PERS members, including comprehensive retirement plan information and assistance, issue resolution; providing accurate information and timely services to PERS employers including employer education, reporting assistance, compliance, overdue data, and contribution collection and validation; intake and processing of all benefit applications and stand-alone forms before and after retirement; initiating benefit estimates and processing purchases; determining eligibility for withdrawal; approving and denying disability applications; determining beneficiaries for pre- and postretirement death benefits; reviewing court orders for compliance; calculating, maintaining, and ending all service retirement, disability, divorce, and death benefits for the PERS, OPSRP and IAP retirement programs. 0 % Position Purpose
Describe the primary purpose of this position. RC2 Data Services Retirement Plan Analyst Review and analyze member accounts to ensure that they coincide with membership/eligibility standards and PERS proprietary system functionality. Reconcile demographic and financial information related to member and employer accounts. Provide counsel to employers regarding data reporting. Work with employers to verify and validate member account information. Process member account adjustments in PERS proprietary system while adhering to agency policies & procedures, Oregon Administrative Rule (OAR), Oregon Revised Statute (ORS) and federal law. Invoice employers for contributions and/or refund employer overpayments while reconciling member s accounts. Coordinate division activities as well as provide desk level training. Assess workload needs for agency programs and perform complex and technical assignments and calculations in relation to PERS membership and proprietary system functionality. Research member/employer information regarding contracts, laws, regulations and statutes. Collaborate with employers and agency staff to resolve issues. Coordinate team activities and work assignments as well as, perform quality assurance reviews. Report program activities and statistics to management. 0 % Core Competencies Title and Definition Teamwork and Collaboration Is an effective team player who adds complementary skills and contributes valuable ideas, opinions, and feedback to the team. Simplicity Reducing barriers through clear communication and streamlined processes. Innovation Empowering change through collaborative teamwork. Integrity Inspiring trust through transparency and accountability. Weight 25 % 25 % 25 % 25 % Description of Duties Title and Definition E - Coordinates Benefit Payment and Reconciliation Activities for all agency programs. Coordinate the calculation of benefit payments using automated or manual methods based on actuarial direction and established formulas and in adherence to PERS laws, rules, policies, and procedures. Develop and maintain quality assurance programs and provide % of Time
regular statistics on findings to management and staff. Facilitate process improvement discussions and procedure changes. Provide formal rollout for process changes and improvements. Validate eligibility for benefits and ensure all peripheral options or benefits have been accounted for. Adhere to generally accepted accounting practices as well as internal accuracy standards. Adhere to established service levels. Partner with other sections when interdependency is needed. Review processes for efficiency and improvement periodically. Reconcile individual member accounts ensuring all financial data has been correctly reported to PERS Accounting Department. Reconcile employer and employee contributions for accurate reporting and reconcile individual member accounts. Invoice or refund employers or individuals when errors have been found in work history, contributions, interest posting, purchases, overpayments, or any other financial discrepancies. Maintain established benefit accounts by starting and stopping benefits in adherence to law; correcting amounts when information changes or requests for changes are received; increase or reduce payment amounts based on deductions or offsets for income or worker's compensation benefits or other requirements. Adjust benefits for alternate payee or other secondary payment awards. Determines benefit recipient and benefits payable within statutory guidelines. Contact agency or external resources for additional information necessary to validate process of payment or data correction. Ensures follow up is done for issue completion. Partners within the agency to resolve individual member issues and establish cross-section processes that can promote efficiencies and resolution for future cases. Partners with external customers to resolve problems. 45 % E - Complex and Technical Case Management Performs Complex and Technical Case Management and trains and reviews for quality program case management activities for multiple agency programs. Reviews member data, staff s recommendations for resolution and resolves account issues. Determines actions to correct member records, if necessary, and next step in case management ensuring actions are within required guidelines and adhere to policy, rule, procedure or statute. Creates forms and request documents required to continue case management or preparation for benefit payment or for processing of internal or external work. Create written communications or desk level training plans. Validates data accuracy and reports findings on a regular basis to management and program teams. Reconciles computer entries for accuracy and in adherence with
agency requirements. Provides internal explanation of account status, research findings, and requests for interpretation of policy memos to peers, supervisors, and managers via staff comments memos and emails. Identifies and forwards to manager any policy issues, anomalies or interpretations that are either outside of written policy, rules, law, or procedure or in conflict with written policy, rules, law, or procedure. Adhere to case management standards. Document any research and corrections into the member's record. Maintain statistics of work performed. Provide information on PERS program eligibility and membership rights and obligations, the benefit payment or collection process, and applicable laws, rules, policies, and procedures. Validate the accuracy of other staff's research and corrections to isolate and resolve errors and discrepancies. Counsels employers and benefit recipients in person, by phone, or in written correspondence of the PERS benefits, reporting, requirements and/or in response to individual research of issues. Documents all customer interaction into the member record. Follows appeal referral procedures and agency communications procedures and policies. Answers all questions regarding PERS' laws, rules, and benefits. Explain options, eligibility, procedures and deadlines to facilitate benefit payments. E - Facilitation and Training Able to facilitate weekly program meetings and maintain statistical reports of activities, as needed. Complete other reports as assigned. Coordinate team activities in work distribution. Create formal work plans. Coordinate activities with other employees or sections of the agency or external customers. Actively problem solves to improve controls, workflow, work scheduling, or efficiency improvement. Update written procedures, forms, and communications as needed. Provide formal training to teams based on accuracy review findings, as needed. Provide informational presentations or training to other agency staff. N/E - Other duties as assigned. Provide research assistance to Section Manager and supervisor. As assigned by Section Manager, serve as troubleshooter contact for certain employers. Compile statistics. Conduct system testing regarding programming validity, accuracy and functionality. 40 % 10 % 5 % Physical Requirements - Working Conditions
Describe any on-going working conditions. Include any physical, sensory and environmental demands. State the frequency of exposure to these conditions. Standard office equipment/supplies. Regular and timely attendance is an essential function required to meet the demands of this job and to provide necessary services. RC2 Data Services Retirement Plan Analyst Typical office environment (air-conditioned, non-smoking office). Ability to multi-task and explain complex Retirement program processes and concepts in a simplified manner to members and the public. Occasionally necessary to deal with irate members or employers on the phone or in person and subject to interruptions. 0 % Guidelines List any established guidelines used in the position, such as state or federal laws or regulations, policies, manuals or desk procedures. Agency Policies and Procedures Business Rules and Policy Papers Desk Procedures EDX Manual Employer Manual Internal Revenue Code (IRC) IT Best Practices (I.E. RUP and other standards) On-line Member Handbook Oregon Accounting Manual (OAM) Oregon Administrative Rules (OAR) Oregon Revised Statutes (ORS) PERS brochures and publications PERS Health Insurance Guide PERS Style Guide Service Retirement Application/Pre-retirement Guide State of Oregon Policies and Procedures System of Record Operating Manuals (jclarety) Web sites (PERS, State of Oregon, Employer, Member, etc.) How are these guidelines used to perform the job? All the above-listed references are used to ensure entitlement to benefits, to make determinations and to assure uniformity in the information given. Work Contacts With whom, outside of co-workers in this work unit, must this position regularly come in contact? Who How Purpose How Often
Public phone, in person, e-mail, correspondence give and receive information daily Members correspondence give and receive information daily Employers phone, in person, e-mail, correspondence give and receive information daily Agency staff phone, in person, e-mail, correspondence, video conferencing give and receive information daily Position Related Decision Making Describe the typical decisions of this position. Explain the direct effect of these decisions. RC2 Data Services Retirement Plan Analyst Constant decision-making regarding eligibility under the law for benefits and the computation thereof. A wrong decision would seriously affect the lifetime retirement income of a member or beneficiary. 0 % Review of Work Who reviews the work of the position? Mgr Classification How How Often Purpose X7002 meetings periodically To discuss work objectives, issues, concerns and general performance. Additional Position-Related Information ADDITIONAL REQUIREMENTS: List any knowledge and skills needed at time of hire that are not already required in the classification specification: SPECIAL REQUIREMENTS: List any special mandatory recruiting requirements for this position: Employees will be subject to a computerized criminal history background investigation. Adverse background data may be grounds for immediate disqualification.
BUDGET AUTHORITY: If this position has authority to commit agency operating money, indicate the following: Physical Demands - General Activities (N)ot Required - 0% (I)ntermittent - 1-5% (O)ccasional - 6-33% (F)requently - 34-66% (C)ontinuous - 67-100% Lifting <10 lbs Lifting >11-25 lbs Lifting >26-50 lbs Lifting >50 lbs % of Time Notes Sitting C Office/Desk Standing N Walking O Carpet/Short Distances Climbing/Balancing Reaching - with arms and hands Stooping/Kneeling/Crouching/Crawling Talking Hearing N I N F C Lifting I <10 lbs Files/Papers Vision - close, peripheral, depth, ability to adjust focus C Organizational Chart To view a copy of a current organizational chart, click here. Employee Statement of Understanding I have read and understand the position description for my position. I am able to perform all of the essential functions of this position. I agree to comply with the agency's compliance policies and all laws, rules, regulations and standards of conduct relating to my position. As an employee, I understand my duty to report any suspected violations of the law or the standards of conduct to my immediate supervisor.
As an employee, I will strive to uphold the mission and vision of the organization. All employees are required to adhere to the values in all their interactions with citizens and fellow employees.