Retirement and Pension Specialist

GENERAL DESCRIPTION OF WORK:

Serves as a subject matter expert for VIA’s retirement programs, providing advanced technical, financial, and administrative support. Acts as a primary resource for employees, retirees, and beneficiaries regarding retirement plan provisions, options, and processes. Coordinates with Fiscal Management and investment consultants, performs complex benefit calculations and analysis, and supports all required reporting and documentation. Exercises independent judgment in interpreting plan documents, resolving complex issues, and ensuring compliance with applicable laws and governance standards.

ESSENTIAL FUNCTIONS:

Performs complex pension benefit calculations and prepare retirement packages.

Assists employees and retirees on pension, 401(a), and 457(b) plan options, including enrollments, distributions, rollovers, and vendor documentation.

Processes vested terminations, disability retirements, Qualified Domestic Relations Orders (QDRO), and lump ‑ sum withdrawals.

Prepares verification letters, service date confirmations, and related correspondence.

Conducts eligibility audits for active and retiree benefit recipients.

Responds to participant inquiries and conducts retirement education sessions and individual counseling meetings.

Coordinates banking and financial processes for retirement plan investments including

deposits, withdrawals, and investment adjustments.

Completes monthly reconciliations for retirement plan accounts, including year ‑ end reconciliation activities.

Collaborates with Fiscal Management to maintain and reconcile the Pension General Ledger, ensuring accurate financial reporting for retirement plan activity.

Partners with investment consultants to monitor plan investments and ensure transactions align with investment strategy.

Supports quarterly investment performance reporting by preparing summary materials in coordination with the investment consultants.

Monitors and ensure compliance with federal and state regulations, plan documents, VIA policies, and required retirement plan governance training and reporting obligations.

Supports annual audits, actuarial valuations, GASB disclosures, and related reporting requirements.

Coordinates data exchanges with Payroll, HRIS, actuaries, auditors, and external vendors to ensure accuracy and timeliness of reporting.

Supports Other Post-Employment Benefits (OPEB) administration by providing eligibility data, reviewing monthly reports, and assisting with required actuarial and reporting activities.

Collaborates with management to create and enhance audit processes, identify process gaps and address issues timely, and ensure accurate plan documentation.

Analyzes plan data and trends to identify opportunities for plan design enhancement, process improvements, and enhanced participant engagement.

Coordinates and participates in benefits initiatives and open enrollment activities while creating and delivering informational resources to improve the participant’s experience.

Assists in day-to-day administration of VIA’s retirement plans, working with plan vendors to ensure accurate data processing, service delivery, and issue resolution.

Maintains accurate participant records across all retirement and OPEB programs.

This job description excludes marginal functions that are incidental to performing the job. Other duties may exist.

REQUIRED EDUCATION AND EXPERIENCE:

Bachelor’s degree in Accounting, Finance, Business Administration, Human Resources, or related field, plus five (5) years of experience in pension, retirement plan administration, accounting, finance, or benefits administration, or an equivalent combination.

PREFERRED QUALIFICATIONS:

Experience with both defined benefit and defined contribution plans preferred.

CPA or other relevant retirement or benefits certification preferred.

ADDITIONAL REQUIREMENTS:

Strong knowledge of pension and retirement plan practices and accounting principles.

Ability to interpret complex plan documents, actuarial reports, and financial statements.

Strong attention to detail and ability to manage confidential information.

Proficiency in Microsoft Excel and Office, as well as database systems.

Strong communication and customer service skills.

Ability to attend meetings and maintain reliable attendance.

Must understand, agree to and comply with federal Health Insurance Portability and Accountability Act (HIPAA) compliance requirement pertaining to Protected Health Information (PHI).

Safety Accountability Statement:

- Employees must consider safety in all tasks performed, as well as demonstrate safe judgment and decisions that not only maintain their own safety; but that of fellow employees and customers.

- Demonstrate a professional commitment to assure compliance with all organizational policies, practices and programs; related to safety, health, and system security.

- Employees have a responsibility to identify and report hazards, as well as potentially unsafe conditions, to your immediate supervisor or Safety Department.

- Employees are responsible , and required , to stop a job/task to prevent an unsafe incident or act from occurring. This acknowledges the threat of potential injury, property damage and the opportunity for better judgment to be used.

Must comply with and support all applicable VIA EEO Policies and Procedures.

PHYSICAL REQUIREMENTS:

Physical ability required to be mobile, bend, stoop, reach and lift objects weighing 5-25 pounds such as files, supplies, equipment and large heavy reference manuals and books.

WORK ENVIRONMENT:

Work frequently involves deadlines and multiple priorities.

Works within normal physical office environment.

May involve irregular hours.

May require some travel within city.

VIA is an Equal Employment Opportunity Employer, providing equal opportunity to all qualified individuals, regardless of race, color, religion, age, sex, national origin, veteran status, genetic information, or disability.