TENTATIVE

Occ. Code 0131300

New York State Department of Civil Service

Classification Standard

BRIEF DESCRIPTION OF CLASS SERIES

Positions in this title series process and maintain member and employer applications and information in the New York State and Local Retirement Systems. Employees Retirement System Examiners are expected to demonstrate knowledge and familiarity with the laws, rules, regulations, legal opinions, and established written procedures of the New York State and Local Retirement systems.  The positions prepare, understand, and interpret retirement system written materials and benefit calculations, and communicate benefit information to system members.

The positions are only classified at the Office of the State Comptroller.

DISTINGUISHING CHARACTERISTICS

Employees Retirement System Examiners (ERSE) are classified based upon supervision of staff, level of specialized knowledge required, and relative difficulty of the assignment.  All ERSEs are expected to develop specialized knowledge in particular aspects of the retirement system, and support the development, testing, and implementation of business process changes or computerized retirement information systems as subject matter experts.

          EMPLOYEES RETIREMENT SYSTEM EXAMINER 3: entry level; typically supervises lower level Office Assistants. Non-supervisory positions may be classified for temporary or difficult assignments; and the Call Center.

          EMPLOYEES RETIREMENT SYSTEM EXAMINER 4: unit supervisor; supervises multiple ERSE 3s. Non-supervisory positions are classified for temporary or difficult assignments to support Retirement Redesign.

          EMPLOYEES RETIREMENT SYSTEM EXAMINER 5: section supervisor; supervises ERSE 3 and 4s; oversees multiple units headed by ERSE 4s. Non-supervisory positions are classified for temporary or difficult assignments within Employer Participation & Education, and Retirement Redesign.

          EMPLOYEES RETIREMENT SYSTEM EXAMINER 6: assistant section manager; supervises multiple ERSE 5s under general direction of Retirement Program Administrators 1 or 2.

RELATED CLASSES

Teachers Retirement Examiners provide retirement related services such as reviewing disability retirement claims, tracking and calculating outstanding loans, processing retirement payroll changes and pay death, monitoring earnings after retirement, and other services for members of the Teachers' Retirement System.

Retirement Systems Information Representatives are responsible for the dissemination of retirement information to individual members of the New York State and Local Retirement Systems and the New York State Teachers' Retirement System, their beneficiaries, their employers, and the employee or retiree organizations that represent their interests.

ILLUSTRATIVE DUTIES

EMPLOYEES RETIREMENT SYSTEM EXAMINER 3

Supervise clerical employees.

• Train, mentor and function as technical supervisor of lower level clerical staff.
• Advise subordinates regarding routine correspondence and telephone inquiries from members, employers, pensioners, beneficiaries, and others.
• Review the work of subordinate employees concerning application of relevant sections of the policies, rules and regulations of the Retirement Systems, and the New York State Retirement and Social Security Law.

Ensure the prompt and accurate processing of work unit assignments.

• Determine eligibility and benefit payments by interpreting Retirement Systems policy and law.
• Review accidental death, accidental and ordinary disability applications to make determinations on eligibility for benefits; and review member applications for completeness and accuracy.
• Act as the units liaison with other units within the bureau and within the Retirement Systems, personally handling difficult problems or cases that may arise, and resolve more difficult employer reporting problems.
• Answer telephone inquiries and respond to correspondence and e-mail from employers, members, pensioners, beneficiaries, and others.
• Review processing of transactions to pension payroll files and ensure strict compliance with computer processing schedule.
• Assist an ERSE 4 in the development and maintenance of custom reports, specialized analytical studies and individual processing applications.
• Review and prepare for modification, as necessary, existing automated correspondence due to changes in the law, policies and procedures.
• Review and prepare member transfers to and from other public retirement systems, terminations of membership, and accounts payable beneficiary cases.
• Review and prepare pension payroll memorandums, custom designation of beneficiary forms, and implement Domestic Relations Orders.
• Process difficult retirement calculations that may have long-term fiscal implications for retirees and the retirement system that require application of specialized law and procedures.

EMPLOYEES RETIREMENT SYSTEM EXAMINER 4

Supervise a specialized retirement processing unit.

·       Assign work and set unit priorities to ensure smooth workflow, proper coverage to meet workload demands, and efficient unit operations in accordance with established procedures.

·       Supervise specialized unit functions such as processing ordinary and accidental disability retirement cases; auditing earnings of disability retirement pensioners; and updating the pension payroll file.

·       Review and approve the benefit and service calculation work of subordinate staff and communicate determinations directly with members and retirees, as necessary.

·       Answer questions and resolve problems of an unusual and difficult nature by phone or written communications, interpreting difficult sections of the Retirement and Social Security Law.

·       Resolve the more difficult employer reporting problems with staff.

Supervise, develop, and train staff.

·       Prepare performance evaluations, coach and counsel employees, and administer time and attendance rules.

·       Assist an ERSE 5 in planning and coordinating the delivery of training to staff.

·       Communicate changes to applicable Retirement System laws and procedures to staff, and confirm compliance.

Function as a liaison with members, employers, pensioners, beneficiaries, other Retirement Systems, doctors, attorneys, and any concerned individuals to share information about the New York State and Local Retirement System, and answer questions.

EMPLOYEES RETIREMENT SYSTEM EXAMINER 5

Supervise a retirement processing section comprised of multiple specialized units.

• Establish specific work goals for the section supervised to ensure smooth workflow and maximize resources within the section.
• Integrate retirement division policy and procedural changes into section operations.
• Oversee the editing, correction, and updating of retirement systems database files for the assigned section.
• Discuss and correspond with various officials, both in and out of the retirement systems, as well as members and their representatives, to resolve problems that may arise with retirement or disability benefit determinations.
• Review and make determinations and calculations for unusual cases such as those that result in retirement systems hearings, or may result in municipal suits.
• Testify at administrative hearings as an expert witness on retirement division policies and procedures related to assigned section assignments.
• Identify and ensure resolution of data processing problems with information technology staff as they relate to retirement processing.
• Calculate the cost of employer plan improvements. Identify and resolve employer reporting problems with members and information technology staff to support accurate report processing.

Attend internal, inter-governmental and association meetings related to retirement system programs and processes as presenter, trainer, or representative.

• Develop and present curricula to local government officials (e.g., county executives, mayors, town supervisors, council and board members, clerks-treasurers, and clerks) to improve the quality of retirement reporting and reduce errors.
• Review audit findings and risk assessments produced by the Division of Municipal Affairs as they relate to retirement system laws and procedures (e.g., reviews reporting days worked and items that affect service credit), and work with local governments to resolve errors.
• Develop and make presentations, and serve as an expert trainer of internal and external customers regarding retirement information system programs and processes.

Supervise, develop, train, and select staff.

·       Prepare performance evaluations, coach and counsel employees, and administer time and attendance rules.

·       Plan and coordinate the delivery of training with subordinate supervisors to develop staff assigned to the section.

·       Assist the ERSE 6 and higher level staff in interviewing and selecting staff.

·       Prepare reports and assess staffing needs and make necessary recommendations and adjustments.

·       Set section performance standards and assist unit supervisors in meeting unit goals.

EMPLOYEES RETIREMENT SYSTEM EXAMINER 6

Supervise and coordinate the workflow of multiple retirement processing sections led by ERSE 5s.

• Provide subordinate supervisors and staff with interpretation of rules, regulations and laws, referring unprecedented cases to bureau management for review.
• Review and interpret system-generated reports, analyzing workload and workflow for assigned sections.
• Research, analyze, and resolve the most difficult or sensitive problems with retirement information system benefit or disability determinations.
• Maintain a uniform and consistent work methodology in the various sections by ensuring that staff is using current retirement division policy and procedure manuals.
• Serve as bureau liaison with other ERSE 6 positions and higher level staff within the Retirement Division to ensure that policies and procedures are properly followed.
• Review and analyze pending legislation for its possible impact on section operations and pending retirement or disability benefit determinations.
• Testify at Administrative Hearings as an expert witness on retirement systems policies and procedures.
• Communicate employer reporting problems to division management, and status of resolving issues. 

Implement and oversee policies, plans and procedures that will improve delivery of services to retirement information system customers.

·       Resolve questions and concerns of management, and reassign staff resources to support retirement division projects and initiatives.

·       Interpret feedback from retirement system members, pensioners and employees regarding retirement system policies and procedures, and propose methods to improve the quality of customer service to management staff.

Supervise, develop, train, and select staff.

·       Prepare performance evaluations, coach and counsel employees, and administer time and attendance rules.

·       Plan and coordinate the development and delivery of training with subordinate section supervisors for staff assigned to the bureau.

·       Prepare reports and assess staffing needs and makes necessary recommendations and adjustments.

·       Set section performance standards and assist section supervisors in meeting section goals.

·       Interview and select staff in consultation with division management.

MINIMUM QUALIFICATIONS

EMPLOYEES RETIREMENT SYSTEM EXAMINER 3

Promotion: one year of permanent competitive service in a position allocated to Grade 9 or higher.

EMPLOYEES RETIREMENT SYSTEM EXAMINER 4

Promotion: one year of permanent competitive service as an Employees Retirement System Examiner 3.

EMPLOYEES RETIREMENT SYSTEM EXAMINER 5

Promotion: one year of competitive service as an Employees Retirement System Examiner 4.

EMPLOYEES RETIREMENT SYSTEM EXAMINER 6

Promotion: one year of competitive service as an Employees Retirement System Examiner 5, or Retirement Systems Information Representative 1 or 2.

Revised:  12/15

NOTE: Classification Standards illustrate the nature, extent and scope of duties and responsibilities of the classes they describe. Standards cannot and do not include all of the work that might be appropriately performed by a class. The minimum qualifications above are those which were required for appointment at the time the Classification Standard was written. Please contact the Division of Staffing Services for current information on minimum qualification requirements for appointment or examination.