Executive Assistant

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Job description

Job Description

This is executive administrative work serving as an assistant to the Executive Director of Pensions. The employee in this class works independently on difficult or complex clerical tasks and demonstrates professionalism and confidentiality when handling sensitive matters.

Duties and Responsibilities

Reads incoming correspondence and routes correspondence to proper officials or composes replies, when needed.

Composes and answers routine requests for information under the signature of the Director.

Schedules meetings and prepares material for meetings.

Prepares complex clerical records and reports from a variety of material involving a knowledge of departmental practices and procedures. Keeps reports and correspondence and demonstrates confidentiality when handling sensitive reports and documents.

Screens phone calls for the Director, handles vendor and employee inquiries and conduct research to refer complaints to the appropriate unit for disposition.

Serves in a liaison capacity with other departments and City officials.

Request determinations from doctors, cases from staff for monthly board meeting

Check case summaries for content and attachments, send back reports needing clarification or corrections.

Number cases and do Agenda, monthly Board Minutes, list any upcoming travel/business requests with determined costs

Write up case summaries if needed

Attend Board meeting, record votes, take notes - email Agenda results

Type denial letters, hearing panel, pension disqualification and tabled letters

Check all approval letters and memos before they're sent out

Keep track of cases for 30-day deadlines, return files to counselors OR schedule hearing panels with appropriate cases, schedule depositions (check typed hearing letters that are sent out)

Send information to applicants and attorneys (or in-house review of file)

If cases go to Common Pleas - do Record index, assemble file, scan to Ellen/Law Dept.

Keep track of all applicants, update tracking sheet with appointments, completions, check on status of outstanding cases

Contact doctors for appointments when needed and/or follow ups, contact providers after appointments for reports

Contact applicants when they miss appointments, send letter to applicants if second appointment is missed

Respond to requests for information and subpoenas that come to the office

Send requests for determination of SCD Death cases

Register Board members and/or staff for conferences and make travel and hotel arrangements, etc.

Do travel authorizations and requests for payment

Perform related work as required.

Competencies, Knowledge, Skills and Abilities

Knowledge of communications and public relations principles and practices used in the preparation and dissemination of informational materials in all types of media.

Excellent analytical, verbal and written communication skills.

Knowledge of modern communication principles and practices.

Proven success in developing collaborative relationships and, ability to think critically and analyze information.

Professionalism and judgment, ability to apply critical thinking, tactfully handle various situations, using highest level of diplomacy and customer service.

Excellent project management and ability to pay strict attention to detail remain focused and work in situations involving multiple interruptions.

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