Plan Associate II & Office Manager (San Francisco, CA)Summary - Serving as the face of BeneSys at a client level, the
Plan Associate II position is responsible for working alongside Plan Management to administer various employee benefit plans including, Health & Welfare, Pension, Vacation, Apprenticeship and Supplemental Unemployment Benefit Funds. This position serves as the
Office Manager for the San Francisco office. The position is considered "exempt" under the Fair Labor Standards Act.
Plan Associate II Essential Duties and Responsibilities include but not limited to- Ability to take full responsibility for a Fund and/or Client.
- Exercise discretion and confidentiality in matters relating to administration of employee benefit plans.
- Prepare for and present at participant meetings and health fairs.
- Respond to participant appeals.
- Create and maintain Barometers and other meeting reports.
- Calculate PBGC premiums.
- Timely review and process Trustee expense reports and payroll reimbursements.
- Manage government audit process and coordinate payroll audits. Complete all other audits independently and in time.
- Prepare month-end reports.
- Answer questions from vendors, professionals and legal counsel without supervision and using sound judgment and solid problem-solving skills.
- Assist Coordinators in resolving participant inquiries, including by prioritizing requests and materials and determining which inquiries to escalate.
- Respond to inquiries by Trustees and Service Providers and address other escalated calls or situations.
- Have working knowledge of Plan documents, Summary Plan Descriptions and Trust documents and policies.
- With respect to Board of Trustees Meetings: (1) schedule and coordinate meetings; (2)attend meetings, record actions taken, and prepare meeting minutes, using discretion and knowledge of Plan documents to determine noteworthy items; (3) present orally, including as the lead presenter (4) prepare and distribute a post-meeting task list, schedule meetings to discuss the task list and follow up with Plan Professionals and BeneSys department staff to ensure completion of action items; (5) some overnight travel may be necessary.
- Review and analyze monthly financial statements, work-hour reports and participant counts, and monitor income and expense fluctuations.
- Trouble-shoot issues to ensure that client-specific procedures are understood, correctly implemented, and routinely followed.
- Draft participant communications.
- Compile data needed for annual health and pension plan valuations.
- Exercise discretion and confidentiality in matters relating to administration of employee benefit plans.
- Compile meeting booklets, reviewing for accuracy, and proper grammar and format.
- Provide governing documents to new Trustees.
- Maintain a current Trustee and Service Provider roster, acceptance and termination of Trusteeship documents.
- Schedule guests and vendors for Trust meetings and prepare timely Trustee meeting notifications.
- Maintain documents on Trustee, Client, and Participant Sites, ensuring Plan Documents, SPD's, amendment, participant notices and plan changes are current.
- Assist in preparation of Form 5500 and with Fund audits.
- Prepare monthly ad-hoc reports for Trustees and Local Union Office.
- Review and process all invoices.
- Set up and maintain administrative paper and electronic files. including maintaining meeting files.
- Prepare participant, contractor, and Trustee mailings.
- Timely direct subpoenas, Medicare notices, and other notices to the departments for handling
- Regular and predictable attendance is an essential function of this job.
- Duties may vary depending on individual Fund staffing.
Office Manager Essential Duties and Responsibilities include but not limited to- Work with vendors regarding all office needs.
- Compiling the supply list monthly and submit order by the 15th and 30th of each month.
- Work with IT department for any office needs.
- Liaison between Property Management & Office.
- Partner with HR to ensure all BeneSys rules/procedures are followed.
- Assign and track all keycards and fobs to the office.
- Conduct HIPAA quarterly desk audits.
- Maintain bulletin boards in kitchen/breakroom.
- UPS and postage report, weekly/monthly.
- Plan and organize office events within the approved budget.
Education and/or Experience - High school diploma or GED equivalent. College degree preferred. Intermediate knowledge of Microsoft Office suite of applications, including Word, Outlook and Excel.
Language Skills - Ability to read, analyze and interpret general correspondence. Ability to prepare reports, draft meeting minutes and correspond with Fund vendors, participants and Trustees. Ability to effectively present information and respond to inquiries from managers, clients, vendors and participants. Strong writing and editing skills are a must.
Reasoning Skills - Ability to interpret and follow a variety of instructions furnished in written or oral form. Must be attentive to detail and disciplined in meeting deadlines and setting priorities.
Math Skills - Capable of applying intermediate level math skills, including concepts of fractions, percentages and decimals, in addition to basic concepts of addition, subtraction, multiplication and division.
Physical Demands - Position requires the ability to travel to offsite locations to attend Trustee meetings. There may be some occasional light lifting and require some periods of sustained keyboarding. Position requires use of standard office equipment such as computers, phones, photocopiers, label printers, filing cabinets, fax machines, etc.
Work Schedule - Full time. Monday - Friday, 7:30am - 4:00pm. Required in office (no at-home days).
Competitive Benefits and Compensation Package - Vacation days earned at a rate of 1 day per each full month worked (for your first pro-rated year)
- 12 paid holidays
- 5 sick days after 90 days of employment
- Medical, dental, and vision insurance, with option for dependent coverage
- Company paid basic life, short-term disability, long-term disability and AD&D insurance
- 401k with employer match
- Up to 5 days of bereavement leave
- Up to 20 days of paid jury duty leave
- Tuition reimbursement program
- Career development opportunities
- Referral bonus for all successful full-time referrals
- Annual opportunities for increases
Pay - The salary range for this position is $85,000 - $90,000 per year. Actual salary is dependent on skills, experience, education, and other business factors.
