Summary
The Executive Director under general direction from the Melrose Retirement Board (the “Board”), is responsible for the management and administration of the City of Melrose Contributory Retirement System which involves staffing and planning, organizing, directing, controlling of the retirement system. Duties are performed in accordance with the provisions of the retirement plan as defined by MGL Ch. 32 and PERAC regulations and Board policies.
Essential Functions
The essential functions or duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.
- Meet with and respond to member and retiree inquiries.
- Supervises new member orientation, responsible for retirement benefit counseling, including retirement calculation estimates, buybacks, and make-ups.
- Prepare and process monthly payroll for retirees/survivors including but not limited to transmission of files for benefits, adjustments to withholdings and cost of living adjustments.
- Prepare monthly financial records including but not limited to cashbooks, warrants for payment, investments, transfers, refunds/rollovers and 3(8)(c) billings and collections.
- Manage monthly board meetings including but not limited to preparation and posting of agenda, organization and disbursement of meeting packets, and coordination of guests and presentations.
- Prepares and supervises the submission of final retirement calculations and documentation to PERAC.
- Prepares the annual operating budget for the Melrose Retirement Board and provides actuals on a quarterly basis with approval from the Board.
- Maintain general ledger and prepare Annual Statement for PERAC
- Coordinate with Melrose Housing Authority, Malden Retirement Board, and City Treasurer for annual appropriations funding.
- Manages issuance of 1099 forms, Group 4 Health Insurance letters, and Member Annual Statements.
- Prepares documentation for the Board’s actuaries and outside auditors.
- Collaborates with Vital Records Control and PTG to supervise and ensure accuracy and quality of scanning technology.
- Implements court ordered Qualified Domestic Relations Orders (QDRO) agreements.
- Participates in legal cases and case law documentation with Board’s legal council.
- Serves as Public Records Officer.
- Continually evaluate and make recommendations to improve procedures, programs, internal controls, and implement changes approved by the Board.
- Develop and implement educational programs for City of Melrose retirement members.
- Performs other duties as required.
Supervision
Supervision Scope:/em>Performs responsible complex, specialized, and detailed operations for the Melrose Retirement Board, requiring expert working knowledge of members benefits/pension calculations, federal, state law, PERAC regulations, departmental operations.
Supervision Received: Works independently, with broad guidance from the Chair following federal, state, and PERAC regulations and policies; duties require the ability to plan, perform and independently complete tasks; establishes and adheres to strict deadlines and schedules. Works under general direction from the Retirement Board (the “Board”).
Supervision Given: Manages, hires, trains, evaluates, and supervises one staff member: Administrative Assistant – Retirement Board.
Recommended Qualifications
Education, Training, and Experience
Bachelor’s degree in business or related field, plus retirement benefit calculations experience. Strong math, accounting, and analytical skills. Familiarity with Pension Technology Software, Microsoft Word and Microsoft Excel. Supervisory experience is preferred and knowledge of a Retirement System.
Knowledge: Preferred knowledge of finance, accounting, benefits calculation, financial record keeping; knowledge of city government; MGL, and pension calculations. Participate in PERAC new administrator training and cross training with an administrative assistant.
Ability: Ability to interact appropriately and tactfully with the public and city staff; ability to manage staff; ability to enter data accurately, manage databases; ability to understand and interpret and implement MGL Ch. 32; ability to understand and implement related pension rules, regulations, and supplemental local laws; ability to maintain detailed and accurate records; ability to manage volume of transactions accurately; ability to calculate pensions and explain calculations to retirees and employees; ability to work independently; ability to establish and follow strict and detailed timelines. Ability to learn new software applications. Ability to collaborate and appreciate other’s viewpoints.
Skills: Excellent skills to supervise staff and manage department. Advanced math skills; and proficient skills to instruct; proficient accounting, finance, budgeting, and payroll administration skills. Excellent interpersonal skills, organizational, and customer service skills. Demonstrated experience providing customer service using tact, proper judgment, courtesy, respect, and confidentiality. Demonstrated ability to work effectively with diverse constituencies and ensure a culturally relevant and sensitive approach.
Accomplished in demonstrating adaptability, and able to present and accept a diverse perspective. Excellent written and verbal communication skills, advanced preferred computer skills, including MS Office suite applications, the Internet, and software applications for support of Retirement Board operations.
Job Environment
- Work is performed onsite in an office environment with moderate to loud noise levels and high volume of work.
- Work is subject to fluctuations, and administrative deadlines.
- Operates computer, printer, telephone, copier, facsimile machine, and all other standard office equipment.
- The employee has interactions with retirees, employees, and the public.
- The employee has access to highly sensitive department confidential information.
Physical Requirements
The physical demands ;described ;are ;representative ;of ;those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is required to sit; is frequently required to communicate, talk, and hear; is occasionally required to stand, and must be able to use fingers, handle, or feel objects, tools, or controls. The employee seldom must lift and/or move objects weighing up to 30 pounds. Vision and hearing at or correctable to normal ranges to read documents and analyze data. This position requires the ability to operate a keyboard at efficient speed.
Submission
Interested candidates should submit by 9/23/2025 their letter of interest and resume, to the Melrose Retirement Board electronically RetirementDirectorApply@CityofMelrose.org. Selected candidates will be invited to an interview with the Board.
The Melrose Retirement Board is an Equal Opportunity Employer. Diverse candidates are encouraged to apply.
No Residency Requirement.
The Melrose Retirement Board we value diversity, equity, and inclusion and believe that everyone in the community deserves excellent public services and access to resources regardless of race, gender/gender identity, religion, ethnicity, physical abilities, age, sexual orientation, veteran status or personal experience. We believe in the benefit of diversity which allows us to become aware of varied ways of engaging with citizens and to discover, design and deliver enriched solutions and services for our community. The City embraces and encourages all qualified candidates to apply.
| Date published: | September 2, 2025 |
|---|