Position: Member Services Coordinator
Date: November 10, 2025
Reports to: Executive Director
Status: Full-time, Non-Union, 37.5 hours per week
Salary Range: $82,000-$102,000 per year, commensurate with education and experience
Summary
Performs general office duties on site and assists in the daily operations of the MWRA Employees’ Retirement System Processes members’ files Works on compliance filings with PERAC Assists the Executive Director, Deputy Director and/or Retirement Coordinator in projects or special requests, including the organization of all events and meetings This position requires the handling of confidential information.
Essential Duties
Maintains Membership files:
- Enters new members’ information in data base and sets up files for each Follows up to obtain any missing information. Updates records in system as necessary.
- Uploads and reconciles retirement contribution files from MWRA’s payroll system, maintains accurate monthly and year-to-date totals for all member account receipts
- Scans pertinent documents into retirement software and individual members’ records.
- Requests information for new members’ buybacks and/or transfer of prior service time.
- General correspondence and member requests (e.g., annuity savings statements, beneficiary changes, etc.).
- Uses computer system to generate, and mails, members’ annual statements, and reviews responses for any changes or updates.
Reconciliations, meetings, compliance
- Organizes and helps with meetings, special events/presentations.
- Reconciles the cash account bank statement.
- Makes and records bank deposits.
- Runs retirement estimates upon request
- Reviews incoming disability retirement applications for completeness, follows up to secure required documentation prior to submission to the Board and Counsel
- Tracks periodic investment manager presentations for compliance with state regulations.
- Uses State Website and System to upload, maintain, and/or track compliance materials
- Uses computer system to generate, mail and track responses to annual retiree affidavits
- Assists members with navigating the self-service portal, including password resets and report generation
- Verifies accuracy of 3(8)(c) reimbursement bills for payment to other governmental entities; generates, mails, and tracks receipts of 3(8)(c) payments from other governmental entities
- Mails retirees’ payroll statements and/or checks.
- Records postage use for monthly reimbursement to the MWRA
- Successful completion of mandatory periodic training including but not limited to: ethics, workplace environment issues, safety procedures, cybersecurity, incident response, fire drill exercises, etc.
- Additional duties as required and directed by the Board, Executive Director, Deputy Director and/or Retirement Coordinator
Daily Office Operations:
- Professionally greets and receives members, vendors, and guests in person and on the phone.
- Reviews email and answers or directs accordingly.
- Answers and screens phone calls and refers calls as appropriate.
- Operates and maintains basic office equipment: phones, computer, fax/scanner/copier, printers, etc.
- Obtains mail each day according to the delivery schedule and opens, date stamps, logs and distributes the items accordingly.
- Responsible for ordering all office supplies and helps Board and staff with travel arrangements.
- Maintains all retirement office files, ensuring that all files are alphabetized, orderly and in their proper locations These files include, but are not limited to: member and retiree files; RFP’s; investment managers; policies & procedures, paid bills; etc.
- Responsible for opening and closing of the office, and ensuring that all confidential files are properly secured at the close of each day.
Requirements:
- Bachelor’s degree in business or related field preferred
- Minimum of two years of experience in an administrative role within an office environment
- Consistent attention to detail and ability to meet deadlines
- Analytical, mathematical and organizational ability
- Ability to perform basic computations using addition, subtraction, multiplication and division
- Proficiency with Microsoft Office, database functionality, as well as the ability to learn other software applications and job duties as necessary to meet organizational objectives
- Ability to take and follow directions, and to work independently as necessary
- Ability to work at a computer or other office equipment sitting or standing for long periods of time
- Ability to stoop and reach to access files and return them to their proper locations
- Ability to lift up to 20 lbs.
- Valid MA Driver’s License
Additional Information
- First consideration will be given to applications submitted to carolyn.russo@mwra.com prior to November 17, 2025, but position will remain posted until filled.
- Preference will be given to candidates with MA public pension experience and/or experience with PTG or Bay State software.
- The successful candidate will be expected to adhere to the MWRA’s Code of Conduct in all respects over the duration of employment A criminal background check will be performed as a condition of employment to ensure compliance with all provisions of 840 CMR 1.03.
| Date published: | November 10, 2025 |
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