Disability Pension Specialist - Washington, United States - UMWA Health & Retirement Funds

Description

About us

We are professional, agile, collaborative and our goal is to administer high quality health and pension benefits to our beneficiaries.

The United Mine Workers of America Health and Retirement Funds (the Funds) has an immediate opening for a Disability Pension Specialist position.

The Funds is a group of six multiemployer plans that provide pension and health benefits primarily to retired union coal miners and their eligible dependents.

Our work environment includes:

• Growth opportunities
• Modern office setting
• Workfromhome days

SUMMARY

PRIMARY DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

Maintains and manages a library of over 10,000,000 documents/images in various media and at various physical locations. Ensures documents are safe, readable, and accessible with short notice. Maintains electronic catalogue of documents. Media formats include digital images, microfilm, microfiche, paper, and various electronic formats.

Ensures that Funds' staff and occasionally outside parties are able to access and use documents as needed, in a highly-active work environment - tens of thousands of documents are used by 50+ staffers at any given time.

Manages the request and delivery processes. Ensures tracking and maintains records showing each time a document is accessed, and by whom.

Ensures document/image security. Makes sure each person viewing documents has access only to appropriate documents. Works with the Eligibility Services Director and with Systems management to track and regulate system access and user roles.

Monitors document/image quality, indexing quality, and other factors to ensure documents are easy to read.

Establishes and maintains criteria for electronically indexing types of documents. Maintains databases of document type, beneficiary data, and other characteristics. Uses bar codes and other mechanisms to streamline the indexing process when appropriate. When feasible, designs automated indexing and routing criteria and works with programming staff to implement.

Supervises the workflow and work volume in Records and Participant Management.

Prioritizes day-to-day activities and balances this work with the ongoing digital conversion of archival paper, microfilmed, and microfiche records into a digitized format.

Considers activity costs, opportunity costs, and risk of loss to determine priorities.

Ensures that the Funds responds to record requests within timelines required by Federal law, tracking request dates for documents involved in appeals, lawsuits, and other time-sensitive activities.

Liaison to outside locator service and death match audit vendor. Maintains business rules to create accurate census files to be uploaded to locator service vendor. Uploads census files to outside vendor. Retrieves locator service and death match files and distributes files to requisite managers. Retrieves vendor reports and prepares summaries for Department Directors.

Coordinates with OGC to ensure Annual Funding Notice is prepared, formatted, and transmitted to outside vendor for distribution. Prepares Terminated Vested Participant Normal Retirement Age Notices.

Coordinates with senior management in ES, OED, OGC, and Systems to manage document flow and security during external audits. Analyzes data issues to prepare for mass enrollments and recommends business rules for data migration.

Manages several outside vendors, and contracts with vendors as appropriate to accomplish document conversion, off-site storage, and other tasks.

Ensures that off-site record retention/destruction information is distributed to each department across the Funds. Upholds the Funds' Record Retention Policy.

Prepares a significant volume of out-going mass mailings.

Collaborates with other Funds managers to design questionnaires and other documents, and to test lay-outs to ensure that they can be machine-read via optical character recognition and bar-code scanners upon return.

Participates in planning for tracking receipts, automated routing of receipts, automated interpretation of return data, and identification and preparation of any follow-up mailings.

Works with Systems staff, outside vendors, software representatives, and other Funds' Departments to identify data collection needs and to design appropriately automated solutions for data collection and analysis.

Plans timing of mailings so the work can be accommodated by staff in a timely manner.

Converts annual IRS tax withholding categories into eligibility data tables and coordinates the annual TEFRA mailing to all active pensioners.

Researches and stays abreast of technology solutions involved in data collection, records management, and secure document sharing solutions. Recommends Records Management solutions and technology investments.

Routes incoming verbal and written inquiries from attorneys, member of Congress, coal industry employers, state unemployment agencies, and beneficiaries regardin