Admin Officer III- Retirement File Maintenance Team ADMINISTRATIVE OFFICER III

Main Purpose of Job

The main purpose of this position is to post, analyze, track, and resolve data postings that have an impact on retiree’s monthly benefit payments. This will include the following:

• Maintain the integrity of the Retirement Master file to the automated update/maintenance jobs.
• Audit Statistical Reports.
• Prepare Data Processing Production Job Request Streams.
• Process Vendor/Employer Miscellaneous Deduction Files.
• Process Retiree Tax Withholdings.
• Process Retiree Contact Information.
• Submit weekly RIMT’s for manual retiree benefit payments.
• Review and interpret the Annotated Code of Maryland and Agency policies.

Position Duties

This position is responsible for developing and maintaining a solid knowledge level relating to Retirement law, regulations, policies and procedures that impact the processing of retiree deduction files and overall maintenance of the retiree/beneficiary database. This includes:

• Reviews and processes (in accordance with established procedures) automated health insurance and voluntary deduction files received from participating jurisdictions and vendors.
• Coordinates the receipt of deduction files with external organizations to ensure that all files are received by the tenth (10th) of the month.
• Coordinates with Information Systems to ensure that all deduction files submitted are processed through the MPAS validation job within twenty-four hours.
• Analyzes the MPAS validation report and resolves any errors before processing the deduction file through the MPAS Retirement Master File update job.
• Reconciles the input files to the output files from the Retirement Master File update using excel spreadsheets.
• All deduction files must be processed prior to the monthly retirement check register to ensure that the correct amounts are deducted from the payee’s monthly payment.
• Reviews the retirement master updates daily to ensure that the retirement master file and the accuracy of the daily retirement benefit payroll is reconciled with no variances.
• (TAB vs CRM)
• This reconciliation of the retirement master file must be completed within (3) three hours of receipt on the same business day.
• Distribution of reports must also occur within (1) one hour of completion of the reconciliation on the same business day.
• Review various system-generated reports designed to identify possible errors in the calculation of benefits or the status of members.
• Review each record identified and initiate appropriate corrective action.
• Individual analysis and verification of all disbursements in excess of agency-established threshold is part of the incumbent’s job duties and must be completed with 100% accuracy within 48 hours of receipt.
• The monthly worksheet of retired inactive (RI) status retirees is included in the statistical reports. The RI status report must be completed with 100% accuracy within 48 hours after the worksheet of the retirement check register.
• Additional monthly statistical reports must be updated daily.
• Prepares daily Data Processing Production Job Request Stream detailing sequence of automated jobs that are to be executed for the purpose of maintaining and updating the Agency’s Retirement and Refund Master Files.
• Job submission is dependent on the published monthly schedule, adjusted as necessary.
• Prepares batch headers including the number of transactions and the calculated dollar amount of tax withholding transactions for submission to Data Entry, prepares excel spreadsheets for each tax withholding update, and reconciles all tax withholding updates processed to the Retirement Master File.
• Ensures that all tax withholding forms are processed prior to the monthly retirement check register to ensure that the correct amounts are deducted from the payee’s monthly benefit payment.
• Process Retiree Contact Information Change Forms to the Retirement Master File.
• Reviews forms and correspondence submitted by payees daily to update address, name, phone number, or email address on the Retirement Master File. Ensures compliance with established procedures. Checks the current address on file within CRM/PRNA to determine if a correction is necessary.
• Process weekly RIMT’s for posting of manual retiree benefit payments to the calendar year tax file.
• Review RIMT’s from Benefits unit to have them processed by Data Production so, they are posted to the members account within the month of payment.

Special Projects and Other Duties as Assigned

Performs special project work assigned by the Retirement File Maintenance Supervisor, Membership and Retirement Manager, Deputy Director of Data Control, or Director of Data Control.

Minimum Qualifications

• Education: Graduation from an accredited high school or possession of a high school equivalency certificate.
• Experience: Three years of administrative staff or professional work.

Desired Or Preferred Qualifications

• Intermediate level of experience working with Microsoft Office software, including Word, Outlook and Excel.
• One year of experience examining, analyzing and interpreting membership data.
• One year of experience working independently, while managing deadlines and multiple priorities.
• Experience performing monthly reconciliations with a minimum of 1,000 transactions and a value of $1,000,000.00.