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
