Job Description
Title: Executive Director
Department: Retirement Board
Reports to: Chair
Effective Date: 4/15/2025
Salary Range: 95K – 125K
Commensurate with experience
FLSA Status: Exempt
Union Status: Non-Union
Hours: 35 (Onsite/Non-remote)
Hours: Mon-Thurs 8:00-4:30pm Fri 8:00-1:00pm
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.
▪ Prepares and processes the monthly retiree payroll warrant for approximately 400 retirees and survivors.
▪ Facilitates health insurance, dental, and life insurance deductions for the Human Resource Department for retirees on a monthly basis.
▪ Supervises and prepares payment of the Retirement Board monthly cash disbursements warrant.
▪ Prepares monthly board meeting materials, including agenda, minutes, accounting, bank reconciliations, cashbooks, refunds, transfers, investment fund reports, PERAC memos; and retirement and disability retirement calculations.
▪ Supervises new member orientation, responsible for retirement benefit counseling, including retirement estimates, buybacks, and makeups.
▪ Reconciles weekly payroll import of members’ retirement deductions and pension eligible earnings.
▪ Participates in legal cases and case law documentation with Board’s legal council.
▪ Collaborates the coordination and reconciliation of two bank accounts with the City Treasurer on a monthly basis.
▪ Prepares and supervises the submission of final retirement calculations and documentation, uploading to PROSPER in accordance with PERAC timelines.
▪ Prepares monthly and year-end closings to allow for accurate and timely reporting to PERAC.
▪ Maintains the general ledger and cashbooks for accounts in PTG.
▪ Coordinate with Melrose Housing Authority, Malden Retirement Board, and City Treasurer for annual appropriations funding.
▪ Responds to and satisfies member inquiries.
▪ Prepares Annual Statement to PERAC.
▪ Manages timely and accurate processing, review, and issuance of all 1099 forms, Group 4 Health Insurance letters, and Member Annual Statements.
▪ Prepares, manages, and reconciles 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.
▪ Prepares the annual operating budget for the Melrose Retirement Board and provides actuals on a quarterly basis with approval from the Board.
▪ Calculates, reviews, and processes 3(8)c payments both payables and receivables from other retirement systems
▪ Implements court ordered Qualified Domestic Relations Orders (QDRO) agreements.
▪ Serves as a Notary, Elections Officer, and 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: 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 Minimum Qualifications
Education, Training, and Experience
Bachelor’s degree in Math, Business Administration, Finance, or Accounting plus 5–10 years of benefit calculation administration, finance, accounting, or auditing are required or an equivalent combination of education, training and experience. Supervisory experience is preferred and knowledge of a Retirement System and MGL Ch. 32.
Special Requirements:
Proficient knowledge of MGL Ch. 32.
Excellent skills and knowledge to counsel members of the Retirement System. Participate in PERAC new administrator training and cross training with administrative assistant.
Knowledge: Advanced knowledge of finance, accounting, benefits calculation, financial record keeping; knowledge of city government; expert knowledge of MGL, and proficient knowledge of math to hand calculate figures for pensions. Expert knowledge with actuarial funding and statistical methods; knowledge of investments, cash management, asset allocation, and evaluation.
Ability: Ability to interact appropriately and tactfully with the public and city staff; ability to manage staff; ability to enter data accurately, produce graphics, 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.
▪ 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. Employee routinely attends meetings and sometimes works evenings and weekends.
▪ Operates computer, printer, telephone, copier, facsimile machine, and all other standard office equipment.
▪ The employee has constant interactions with retirees, employees, and the public.
▪ The employee has access to highly sensitive department confidential information.
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 computer skills, including MS Office suite applications, the Internet, MUNIS; and excellent skills with software applications for support of Retirement Board operations.
Job Environment
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 their letter of interest, resume, and other qualifications to the Melrose Retirement Board, electronically to RetirementDirectorApply@CityofMelrose.org. Selected candidates will be invited to 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: | April 15, 2025 |
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