Administrative Assistant

We are looking for an Administrative Assistant to support pension-related operations in Dayton, Ohio through accurate documentation, responsive member assistance, and dependable administrative coordination. This contract position with the potential to become permanent is ideal for someone who is detail-oriented, organized, and comfortable handling sensitive records while working closely with pension leadership. The person in this role will help ensure pension services are delivered efficiently by managing applications, maintaining records, and communicating clearly with members, retirees, and beneficiaries.

Responsibilities:

• Maintain organized and current pension files by updating records, entering information accurately, and reviewing documentation for completeness.

• Respond to questions from members, retirees, and beneficiaries by providing clear guidance on pension plan provisions, benefit options, and required paperwork.

• Process incoming pension applications and related forms, ensuring documents are reviewed carefully and routed in a timely manner.

• Prepare benefit estimates, verification documents, and payment-related forms for submission to banking partners as needed.

• Confirm employment-related details such as last day worked and available vacation balances with employers and union representatives.

• Assist in distributing required pension communications, statements, notices, and informational mailings to plan participants.

• Support audit activities by gathering records, organizing requested materials, and following through on documentation needs.

• Research and monitor missing participant cases, update address and direct deposit information, and send required documentation related to death notifications or overpayment matters.

• Help assemble meeting materials, reports, and supporting documents for Board of Trustee sessions and other pension-related reviews.

• Contribute to pension plan updates and implementation efforts while participating in training to stay current on regulations and administrative best practices.

For immediate consideration, call 937.224.8326.

• Experience in administrative support, office coordination, or a similar role involving high-volume documentation and recordkeeping.
• Strong data entry skills with a high level of accuracy and attention to detail.
• Ability to provide attentive customer service over the phone and through written communication.
• Comfort handling confidential information with discretion and sound judgment.
• Proficiency in standard office tasks such as document control, filing, tracking forms, and managing correspondence.
• Strong organizational skills with the ability to prioritize multiple deadlines and follow established procedures.
• Effective communication skills for working with members, retirees, internal teams, banks, employers, and union contacts.