Plan Associate Level 1; Portland

Overview

Summary - This 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. The position is considered “non-exempt” under the Fair Labor Standards Act.

• Exercise discretion and confidentiality in matters relating to administration of employee benefit plans.
• Obtain all meeting reports, such as Bills for Ratification, Contribution Reception Report, etc.
• 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.
• Draft tentative meeting agenda.
• Schedule guests and vendors for Trust meetings and prepare timely Trustee meeting notifications.
• Distribute monthly financial statements and reports to service providers and Trustees, as assigned.
• Maintain documents on Trustee, Client, and Participant Sites, ensuring Plan Documents, SPD (Summary Plan Description), amendment, participant notices and plan changes are current.
• Track document renewal dates on Fund Info Sheet for applicable vendors.
• Complete compliance checklist for all Funds.
• Assist in preparation of Form 5500 and with Fund audits.
• Maintain IFEBP Roster and other memberships.
• Open and direct mail.
• Prepare monthly ad-hoc reports for Trustees and Local Union Office.
• Review and process all invoices.
• Obtain data necessary for benefit studies and renewal data.
• Support renewal of Trust Fund insurance policies.
• Set up and maintain administrative paper and electronic files, including maintaining meeting files.
• Prepare participant, contractor, and Trustee mailings.
• Verify Business Associate Agreements for all vendors.
• Timely direct subpoenas, Medicare notices, and other notices to the departments for handling.
• Duties may vary depending on individual Fund staffing.
• Regular and predictable attendance is an essential function of this job.

High School diploma or GED equivalent and at least one (1) year benefit administration experience. College degree preferred. Intermediate knowledge of Microsoft Office suite of applications, including Word, Outlook and Excel.

Ability to read, analyze and interpret general correspondence. Ability to prepare reports 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.

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.

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.

Position requires use of standard office equipment such as computers, phones, photocopier, label printer, filing cabinet, fax machines, etc. Position also requires the ability to travel to offsite locations to attend Trustee meetings. There may be some occasional light lifting. This position may also require some periods of sustained keyboarding.

The position operates in a typical office setting. This is an in-office position, with some minimal remote work opportunities after demonstrated successful performance.

Full time. Monday – Friday, 8:30am - 5:00pm. Requires in-office days but also offers at-home flexibility.

• Vacation days earned at a rate of 1 day per each full month worked (for first pro-rated year); 12 Vacation days in first calendar year
• 5 paid sick days each year
• 12 paid holidays
• Bereavement/Jury Duty days
• Medical, dental, and vision insurance, with option for dependent coverage
• Flexible spending accounts
• Company-paid basic life, time-loss, long-term disability, and AD&D insurance
• 401k with employer match
• Paid training
• Career development opportunities

The salary for this position is $65,000 per year. The salary is dependent on skills, experience, education, and other business factors.

Reasonable accommodations will be made so that qualified individuals with disabilities are able to complete the application process and, if hired, fulfill the essential functions of their job.