Office Manager-Board of Pensions


Board of Pensions
California-Nevada Annual Conference
The United Methodist Church
Position Title:  Office Manager
Agency: Board of Pensions (BOP)
Position Title of Supervisor: Conference Benefits Officer
Position Overview
Under the direction of the Conference Benefits Officer, performs duties that include, but are not limited to: assuring a positive experience for the clients to whom the office provides service, maintaining the pension data base and billing systems, providing customer service on pension and health account issues, processing death claims, coordinating meetings and maintaining records for boards and agencies that the office supports, maintaining files, initiating correspondence, and maintaining records of accounts relating to board and agency expenses.
Essential Functions
1. Maintain accurate clergy and lay Conference staff pension and health insurance enrollment and participation information by making entries in the pension data base and mailing completed forms as appropriate.  Full responsibility for maintenance of the pension data base with the General Board of Pension and Health Benefits (GBOPHB).
2. Answer phone and written inquiries about Conference health care enrollment,
premium payments and other benefit matters, as necessary.
3. Mail insurance materials to constituents, and descriptive information to interested applicants.
4. Manage the deposit and recording of all payment checks received, including those for health insurance, Apportionment Deficiencies, Conference reimbursements, Endowment Board funds, income from trust accounts, etc.
5. Process record changes on insurance policies (new subscribers and dependents, changes of status, new addresses, etc.)
6. Research and present information to challenge health insurance claims processing or billing errors, as needed.
7. Prepare and send Notifications of Death to GBOPHB.  Write Conference obituaries and prepare for distribution.
8. Manage the BOP QuickBooks-Pro general ledger accounting system.
9. Pay health insurance billings.
10. Supervise all appointment and compensation changes into the BOP and GBOPHB databases.
11. Complete all detail work related to auditing the monthly CRSP/CPP billing.
12. Provide support to the Board of Pensions’ accountant for reconciling the monthly Board of Pensions Bank Account statements, and post any necessary journal entries.
13. Prepare and mail health insurance quarterly premium statements to all subscribers.
14. Prepare for quarterly Board and Committee meetings; mail notices, photocopy materials, type reports, etc.
15. Attend Board and Committee meetings.  Prepare and mail Board and Committee meeting Minutes.
16. Complete follow-up tasks from Board and Committee meetings; expense reimbursement checks, letters, corrections in Minutes and materials, mailings, etc.
17. Prepare and mail second notices for subscribers who have not paid the quarterly health insurance premiums by the due dates.
18. Order office supplies, printed stationary and forms as needed.
19. Review Disciplinary Question materials and update BOP and GBOPHB’s database as necessary.
20. Determine individual past service pension deficiencies, prepare and send letters to all Superintendents, deficient churches and pastors.  Maintain records of pension deficiency payments as they are made and research discrepancies with local church records.
21. Prepare and send letters and enrollment packets to all new local pastors, probationers, elders, transfers, MOC’s, MOD’s and Deacons for enrollment in the Conference pension and benefit programs.  Process these new enrollments.
22. Solicit, enter and transmit to GBOPHB all new appointment and compensation data for pastors in new appointments.
23. Contact clergy moving to the retired status, updating their address, email, and phone information, and processing changes in their health care enrollment status.
24. Supervise entry and reporting of all Plan Compensation data to the GBOPHB for pastoral compensation changes effective January 1st.
25. Other tasks, as assigned.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions.
A. While performing the duties of this job, the employee is exposed to weather conditions prevalent at the time.
B. The noise level in the work environment is usually moderate.
C. Occasional out of town travel is required.
This position description has been designed to indicate the general nature and level of work performed by the employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualification required of employees assigned to this job, and may be subject to changes in the future.
The individual must possess the following knowledge, skills and abilities, and be able to explain and demonstrate that he or she can perform the essential functions of the job, with or without reasonable accommodation.
* Demonstrate strong customer service and interpersonal skills. Able to courteously interact with clients of the Board of Pensions and coworkers.
* Preferably knowledge of the structure of the United Methodist Church. Able and willing to participate in the life of the California-Nevada Annual Conference of The United Methodist Church as part of the overall team, assisting in other areas as needed.
* Must be detail oriented and possess a strong propensity for accuracy.
* Experience in human resources, pension or health benefits administration, billing and/or accounting.
* Knowledge of and ability to use basic math.
* Able to use and maintain equipment: computer, printer, fax machine, copy machine, 10-key
* Must be organized and able to prioritize tasks for maximum efficiency.
* Able to hold confidences and deal appropriately with confidential material and issues.
* Able to use appropriate communication skills in person, and via phone/fax/email.
* Experience and proficiency with word processing, accounting, and spreadsheet software.
* Experience and proficiency with a data management system.
* Experience and proficiency in general secretarial work.
* Demonstrated ability to compose letters and other correspondence and write promotional material using correct grammar, spelling and punctuation.
* Able to edit reports and letters with a thorough knowledge of the English language.
* Able to set up, organize and maintain alphabetical and numeric files for both paper and computerized systems.
* Able to initiate the work required each day without specifically being directed to do so.
      College degree or technical training preferred
Minimum three year’s work experience in the non-profit environment or appropriate industry field; human resources, accounting, pension and/or health benefits experience preferred.
Competitive salary commensurate with experience; includes an excellent benefits package with health and dental insurance plans, life insurance, long-term disability insurance, pension plan, continuing education, paid vacation and sick leave, and paid holidays. This is a full-time exempt position requiring occasional travel.
Jos Posting: September, 2014
Interviews: October 2014
Hire date: November, 2014 (negotiable)
To apply, send cover letter, resume, and references to
Paul Extrum-Fernandez
Executive Officer
Board of Pensions
300 27th Street
Oakland, CA 94612
510-839-8538 main
510-834-8539 fax