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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 50648525 |
Description Activated On: 7/28/2026 9:12:22 AM |
Position Purpose: Describe the primary purpose of this position and how it contributes to the organization’s objectives. Example: Provides clerical and office support within the Division to ensure its operations are conducted efficiently and effectively. As an Administrative Assistant within our Program’s Division, including Client Relations and Processing Teams, you will be responsible for performing a variety of administrative assignments and projects. The ideal candidate will possess excellent communication skills, attention to detail, and the ability to multi-task effectively. This position will assist with the organization’s pension program service delivery. You will be responsible for complex and independent work associated with organizing, maintaining, analyzing, documenting, evaluating the organization’s pension plan documents, and administrative functions. As an Administrative Assistant, you will play a crucial role in maintaining efficiencies, streamlining processes and procedures, and facilitating communications with internal and external partners. |
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Description of Duties: Describe in detail the duties and responsibilities assigned to this position. Descriptions should include the major end result of the task. Example: Types correspondence, reports, and other various documents from handwritten drafts for review and signature of the supervisor. SPECIFIC JOB DUTIES INCLUDE: The Administrative Assistant 1 prioritizes their own work, unless specific directions are given. Work review is accomplished through daily observation. Employees are aware of ongoing daily workload requirements and set their priorities accordingly. Any problems are brought to the supervisor’s attention and solutions are worked out. Employees are encouraged to exercise good judgment and initiative within established policies and procedures. Responsibilities include but are not necessarily limited to : Plan Documents • Coordinates pension plan documents to ensure that organizational goals, objectives, and obligations are being met. Oversees and executes a transparent, organized process for the comprehensive management of all phases of pension plan documents to ensure compliance therewith. • Analyzes pension plan documents. Maintains, and refines procedures, manuals, forms, publications, and other related materials. Document Management • Oversees the establishment of pension plan document creation in accordance with PMRS law, policies, and rules. Reviews and maintains communications, documents, and manuals regarding document management. • Maintains a document management system to produce plan documents meeting IRS requirements in accordance with the Internal Revenue Code. • Ensures timely production of plan documents and record retention requirements; leads the agency document approval process. • Reviews and maintains communications, documents, and manuals regarding document management. • Ensures documents are properly named and filed electronically and instructs other staff members on the proper document management techniques that conform to the agency’s standard operating procedures. Demographic changes: • Receives notification from plan members and/or plan sponsors requesting a name, address change, or a beneficiary change and updates accordingly. • Reviews correspondence for accuracy and independently contacts the plan members or plan sponsors to obtain any incomplete information. Benefit Payroll: • Responsible for tracking the status of missing & undeliverable payments & initiating the process for replacing benefit payments. Independently researches bank account information with financial institutions and corrects the information. • Analyzes payroll reports & verifies that federal tax withholding & bank account numbers are correct. • Received notifications from plan members requesting that their federal withholding tax and direct deposit information is updated and correct. Life Event Changes: • Generates initial benefit documents for newly retired members and non-routine conditions pertaining to the plan member’s circumstance at retirement, which could involve divorce, disability, active death, and deferred retirement option scenarios. • Generates correspondence to survivor annuitants after life event changes have occurred to plan members explaining payment of future benefits. Internal and External Communication: • Disseminate accurate and timely information to PMRS executives and managers, pension plan sponsors, commonwealth agency partners, and, where applicable, other external stakeholders. • If meetings or other multi-party communications are needed, it is expected that employees in this position will actively establish, facilitate, or participate in such communication as appropriate. Research & Processing Functions: • Independently researches and compiles a wide array of information from various data sources for various types of documents, records, and reports. • Analyzes applicable code, law, policy, and results to research, compile, and present various documents, records, and report to agency management and executive staff. • Effectively interacts with PMRS staff members, plan sponsors, local government administrators, and the PA Treasury to gather data and resolve issues. • Administers & supports the processing areas tracking systems to organize work assignments using data entry. • Analyzes staff operational needs based on case management data and makes recommendations for redirecting work assignments to meet deadlines. • Makes recommendations to improve performance and increase efficiency. • Assist the agency Right to Know Officer through document retrieval and data gathering. • Responds to requests for reports by management and applicable outside organizations. • Interprets and analyzes summarized information based on reports. • Other related duties as required. Travel Coordinator for Staff: • Arrange and carry out travel and lodging reservations and conference registrations. • Enter travel reimbursement information on behalf of staff. • Reconciles travel request estimates and actual reimbursed expenses to ensure accuracy. • Other related duties as required. For the most part, these duties are performed independently. The quantity of work is determined by the amount of incoming correspondence, referrals and inquiries, and the number of assignments received from Municipalities/Members, other agency offices, and supervisory staff. |
Decision Making: Describe the types of decisions made by the incumbent of this position and the types of decisions referred to others. Identify the problems or issues that can be resolved at the level of this position, versus those that must be referred to the supervisor. Example: In response to a customer inquiry, this work involves researching the status of an activity and preparing a formal response for the supervisor’s signature. The position is expected to perform work independently and take initiative. Direction and guidance are provided as necessary. The position must exercise appropriate discretion and a high level of confidentiality. Overall program goals and objectives are established in consultation with the supervisor. |
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Requirements Profile: Identify any specific experience or requirements, such as a licensure, registration, or certification, which may be necessary to perform the functions of the position. Position-specific requirements should be consistent with a Special Requirement or other criteria identified in the classification specification covering this position. Example: Experience using Java; Professional Engineer License Experience: Licenses, registrations, or certifications: 1. N/A 2. N/A 3. N/A 4. N/A 5. N/A 6. N/A |
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Essential Functions: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.
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