Operations _ Policy Analyst 1 _Priority Processing ... - State of Oregon

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Operations _ Policy Analyst 1 _Priority Processing ... - State of Oregon Powered By Docstoc
					                                     State of Oregon
                           Public Employees Retirement System
                                   Position Description
Position Information

    Employee Name: Vacant                                    Position No: 9900436
          Class Title: Operations & Policy                      Class No: C0870
                       Analyst 1
        Working Title: Priority Processing                    Agency No: 45900
                       Operations Analyst
        Section Title: MAPP                             Budget Auth. No: 000729440
           Rep. Code: OA                                Established Date: 7/01/1999
      Work Location: Headquarters Tigard                PD Revised Date: 2/1/2013
           Position: Permanent / Full Time  
 FLSA Classification: Non-Exempt                

PERS Mission Statement

We serve the people of Oregon by administering public employee benefit trusts to pay the right
person, the right benefit, at the right time.

Program Information

Member Account Priority Processing (MAPP)                                                0%
CSD is responsible for a variety of member and employer activities. It is comprised of
four sections: Information Services, Publications and Communications, Membership
and Employer Relations and Member Account Priority Processing. The division's main
goal is to provide accurate information and timely services to PERS members and
employers, as well as external and internal customers.

This position resides in the (MAPP) Team. This team's purpose is to: 1) certify
eligibility for benefits 2) provide data verifications 3) reconcile member accounts 4)
validate termination notices 5) process member's refund and withdrawals applications
for the PERS 238 and 238A benefit plans; 6) administer the Loss of membership and
Loss of units 7) Required Minimum Distribution; 8) Create and execute programs to
correct member accounts for active, inactive, and retired PERS members and their
beneficiaries timely and accurately.
Position Purpose

OPA1 Priority Processing Operations Analyst                                                 0%
Work as a program, technical, and project management resources on daily operations
for the Member Account Priority Processing (MAPP) team. Provide expertise to one of
the programs, eligibility, separations or withdrawals in data analysis and system
implementation. Maintain manual and automated processes for the one of the priority
processing programs. Perform data validation and reconciliation processes and
procedures. Develop and conduct training for program training MAPP team staff. This
position will work ensuring that the system and data used to support the benefit
payments is accurate and timely.

Core Competencies

Title and Definition                                                                      Weight

 Teamwork and Collaboration                                                                25%
Is an effective team player who adds complimentary skills and contributes valuable
ideas, opinions, and feedback to the team.

 Simplicity                                                                                25%
Reducing barriers through clear communication and streamlined processes.

 Innovation                                                                                25%
Empowering change through collaborative teamwork.

 Integrity                                                                                 25%
Inspiring trust through transparency and accountability.

Description of Duties

Title and Definition                                                                     % of Time

E - Serve as subject matter expert and technical advisor                                   65%

      Perform or coordinate data quality and reconciliation activities associated with
      one or all of the following, but also is not limited to: benefit payments,
      withdrawals, purchases, employer wage and contribution reports, member
      accounts, internal revenue code adherence, tax calculations and reporting,
      pension roll maintenance and employer receivables, TPA records, and
      authorization of benefits for PERS, OPSRP, and IAP plans.
      Collect and research issues related to above activities and forward results to
      management, technical staff or senior level Operations and Policy Analysts for
      further analysis.
      Setup and transmit periodic electronic batch files of data between CSD, BPD &
      ISD and FRS.
      Review and identify issues that assist in work request authorizations, change
      requests, project proposals.
      Coordinate and conduct section/division and stakeholder information gathering
      and training meetings.
      Reviews section internal operations and processes. Implement daily operation
      plans, actions and goals.
      Participates in program and system design meetings with CSD Section staff.
      Maintain established data correction routines and data collection procedures
      and tools.
      Apply regularly identifiable section procedures, data routines and data
      collection procedures to ensure correct data entry and clean records.
      Maintain and support customized PC applications for daily operations. Assists
      with troubleshooting data quality issues in ORION and recommend possible
      corrective action to others as appropriate.
      Maintain and support section databases. Ensure accuracy and integrity of data.

E - Quality Assurance and Testing                                                           30%

      Implement established user test plans and perform user acceptance testing of
      computer modifications and enhancements according to scope documentation.
      Ensure the accuracy of system modifications and enhancements.
      Coordinate process improvement and RCP initiatives with PPLAD,
      Administration, Fiscal, PMO, Covansys, Provaliant and Information Services
      Examine corrections and enhancements to maintain compliance with federal
      and state regulations and laws.
      Train and assist staff on the use of related agency information systems and
      subsystems with the focus on potential areas of improvements.
      Apply accepted methods and processes to perform quality assurance
      calculations or reviews (audits to isolate errors and discrepancies) of computer
      program outputs to ensure computers are performing as programmed. Report
      anomalies or issues to higher level technical staff or management for further
      review and analysis
      Produce monthly statistical, performance, and summary reports for
      communicating the ongoing progress being made in one of the MAPP team
      programs to agency management.
      Measure and report production volumes, timelines, and QA achievements and
      report to manager on a mutually agreed regular time.

N/E - Other duties as assigned.                                                             5%

      Assist, advise and provide recommendations to management team with
      initiatives, projects, and other duties as assigned.

Physical Requirements - Working Conditions

OPA1 Priority Processing Operations Analyst                                                 0%
Smoke free, air-conditioned office; occasionally necessary to deal with irate members
on the phone or in person; subject to interruptions; and occasional travel. Ability to
function in a multidisciplinary environment, perform multiple tasks and meet
deadlines. Ability to communicate to a variety of different recipients, peers, superiors,
stakeholders. Requires ability to communicate in a variety of different media; public
speaking, in meetings, on phone, with email, and written correspondence.

List any established guidelines used in the position, such as state or federal laws or regulations,
policies, manuals or desk procedures.

Agency Policies
Desk Procedures
PERS Employer Manual
Internal Revenue Code (IRC)
Member Handbook
Oregon Administrative Rules (OARS)
ORS 238 Oregon Retirement Law
BPD Resource Manuals (Interest Tables, Variable Tables, Auditor Reports)
Agency Business Rules and Policy Papers
Computer Program Manuals
IT Best Practices (I.E. “RUP” and other standards)

How are these guidelines used?

The above references are used to assure agency programs and staff production conforms to
applicable state and federal law; the accurate creation and maintenance of member records and
benefits; and uniformity in the information presented.

Work Contacts

With whom, outside of co-workers in this work unit, must this position regularly come in

Who                      How                       Purpose                   How Often

Members, Employers,      in person, phone,         give and receive          daily
Public                   correspondence            information

Agency staff             in person, phone, e-mail give and receive           daily

Position Related Decision Making

OPA1 Priority Processing Operations Analyst                                               0%
Decisions must be made in regard to eligibility under the law for benefits and the
computation thereof. Incorrect decisions could seriously affect the lifetime retirement
income of a member and create a negative image for the agency.
Decisions must be made relating to the best practices to apply to an agency program.
Decisions must be made to ensure quality assurance of accurate program

Review of Work

Who reviews the work of the position?
Mgr Classification How                         How Often             Purpose

X7002                By meetings for problems, daily/weekly          Target dates being met,
                     solutions                                       providing

Additional Position-Related Information

ADDITIONAL REQUIREMENTS: List any knowledge and skills needed at time of hire that are not
already required in the classification specification:

SPECIAL REQUIREMENTS: List any special mandatory recruiting requirements for this position:
Employees will be subject to a computerized criminal history background investigation. Adverse
background data may be grounds for immediate disqualification.

BUDGET AUTHORITY: If this position has authority to commit agency operating money, indicate
the following:

Physical Demands - General Activities

(N)ot Required - 0%
(I)ntermittent - 1 - 5%
(O)ccasional - 6 - 33%
(F)requently - 34 - 66%
(C)ontinuous - 67 - 100%

Lifting <10 lbs
Lifting >11-25 lbs
Lifting >26-50 lbs
Lifting >50 lbs

                                                         % of Time             Notes

                                          Sitting             C           8/5 Desk/Office

                                       Standing               N

                                        Walking               O       Carpet Short Distances

                            Climbing/Balancing                N

                Reaching - with arms and hands                I
        Stooping/Kneeling/Crouching/Crawling                    N

                                           Talking              F

                                          Hearing               C

                                            Lifting             I               <10 lbs Files/Papers

     Vision - close, peripheral, depth, ability to              C
                                    adjust focus

Organizational Chart

To view a copy of a current organizational chart, click here.

Employee Statement of Understanding

I have read and understand the position description for my position. I am able to perform all of the
essential functions of this position.

I agree to comply with the agency's compliance policies and all laws, rules, regulations and standards of
conduct relating to my position. As an employee, I understand my duty to report any suspected
violations of the law or the standards of conduct to my immediate supervisor.

As an employee, I will strive to uphold the mission and vision of the organization. All employees are
required to adhere to the values in all their interactions with citizens and fellow employees.

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