Admin Officer III- Retirement File Maintenance Team

Grade 15

120 East Baltimore Street

Baltimore, Maryland 21202

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: Maintaining the integrity of the Retirement Master file to the automated update/maintenance jobs, Audit Statistical Reports, Prepares 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.

 

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.

 

One of the Agency’s missions is the processing and payment of monthly benefit allowances on time and in the correct amount. Ensuring that the correct health deductions and correct federal and state taxes are withheld from the retirees’ monthly payment is critical to this mission.

This position will be responsible for: 

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.

 

Review 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. Preparation requires an excellent knowledge of automated job functions, job dependency, file maintenance (input/output) and control card set up.

Review and interpret the Annotated Code of Maryland and Agency policies. This position requires familiarity with the system, rules and policies specified in the code to ensure that calculations are performed by the automated or manual systems are correct and in compliance. Specific focus must be on the rules covering retirement eligibility, benefits and cost of living calculations for the various systems. The scope reviews all payments $5k and over.

 

Process Tax Withholding Forms (Form W4-P)

 

Reviews and validates tax withholding forms (Form 766) for compliance with Internal Revenue Service guidelines and Agency procedures. If form is determined to be insufficient, drafts correspondence to retiree/beneficiary detailing corrective action and return form.

 

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.

Education:   Graduation from an accredited high school or possession of a high school equivalency certificate. 

Please note that your answers to the supplemental questionnaire must correspond to the information provided on your application to receive credit.

Preferred candidates will possess the following 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.

This recruitment is limited to current employees of Maryland State Retirement and Pension Systems only.

Employees in this classification may be assigned duties which require the operation of a motor vehicle. Employees assigned such duties will be required to possess a motor vehicle operator’s license valid in the State of Maryland.

Please make sure that you provide sufficient information on your application to show that you meet the minimum qualifications for this recruitment. All information concerning your qualifications must be submitted by the closing date. We will not consider information submitted after this date. 

 

Successful candidates will be ranked as Best Qualified, Better Qualified, or Qualified and placed on the employment (eligible) list for at least one year. This list will be used by the hiring agency to select employees.

 

For education obtained outside the U.S., a copy of the equivalent American education as determined by a foreign credential evaluation service must accompany the application.

 

Due to the confidential nature of the work, selected candidates must undergo and pass a background check.

STATE OF MARYLAND BENEFITS

As an employee of the State of Maryland, you will have access to outstanding benefits, including: health insurance, dental, and vision plans offered at a low cost.

· Personal Leave - new State employees are awarded six (6) personnel days annually (prorated based on start date).

· Annual Leave - ten (10) days of accumulated annual leave per year.

· Sick Leave - fifteen (15) days of accumulated sick leave per year. 

· Holidays - State employees also celebrate at least thirteen (13) holidays per year. 

· Pension - State employees earn credit towards a retirement pension.

· Positions may be eligible for telework.

The online application process is STRONGLY preferred. If you are unable to apply online, you may mail a paper application and supplemental questionnaire to:

 

Maryland State Retirement and Pension Systems

Human Resources Section

120 E. Baltimore Street

Baltimore, MD 21202

 

Email: Shanera Johnson at smjohnson@sra.state.md.us.

TTY Users: call via Maryland Relay 

PLEASE DO NOT SUBMIT UNSOLICITED DOCUMENTATION. 

 

The resulting certified eligible list for this recruitment may be used for similar positions in this or other State agencies. 

 

As an equal opportunity employer, Maryland is committed to recruiting, retaining and promoting employees who are reflective of the State’s diversity. 

 

People with disabilities and bilingual candidates are encouraged to apply. 

 

We thank our Veterans for their service to our country.