Manager, Records & Participants Management

The United Mine Workers of America Health and Retirement Funds (the Funds) has an immediate opening for a Manager, Records & Participants Management position. The Funds is a group of six multiemployer plans that provide pension and health benefits primarily to retired union coal miners and their eligible dependents.

Location: Washington, DC

Schedule: 5 days a week in-person.

Email Resume to: [email protected]

SUMMARY

Manages activities pertaining to the creation and maintenance of pension application support Records Management, and Participant Management.

PRIMARY DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

Maintains and manages a library of over 10,000,000 documents/images in various media and at various physical locations. Ensures documents are safe, readable, and accessible with short notice. Maintains electronic catalogue of documents. Media formats include digital images, microfilm, microfiche, paper, and various electronic formats.

Ensures that Funds’ staff and occasionally outside parties are able to access and use documents as needed, in a highly-active work environment – tens of thousands of documents are used by 50+ staffers at any given time. Manages the request and delivery processes. Ensures tracking and maintains records showing each time a document is accessed, and by whom.

Ensures document/image security. Makes sure each person viewing documents has access only to appropriate documents. Works with the Eligibility Services Director and with Systems management to track and regulate system access and user roles.

Monitors document/image quality, indexing quality, and other factors to ensure documents are easy to read.

Establishes and maintains criteria for electronically indexing types of documents. Maintains databases of document type, beneficiary data, and other characteristics. Uses bar codes and other mechanisms to streamline the indexing process when appropriate. When feasible, designs automated indexing and routing criteria and works with programming staff to implement.

Manages activities pertaining to workflow of the Eligibility Services Department. Ensures that incoming and outgoing mail are imaged within defined timeframes and routed or filed as defined by established but evolving user protocols.  Specifically responsible for ensuring document safety and routing throughout all phases of the application-processing and pension-payment lifecycles, including creation, updating, indexing, closing, storing, checking-in and checking-out files, maintenance and all other information pertaining to records.

Supervises the workflow and work volume in Records and Participant Management. Prioritizes day-to-day activities and balances this work with the ongoing digital conversion of archival paper, microfilmed, and microfiche records into a digitized format. Considers activity costs, opportunity costs, and risk of loss to determine priorities. Ensures that the Funds responds to record requests within timelines required by Federal law, tracking request dates for documents involved in appeals, lawsuits, and other time-sensitive activities.

Liaison to outside locator service and death match audit vendor. Maintains business rules to create accurate census files to be uploaded to locator service vendor. Uploads census files to outside vendor. Retrieves locator service and death match files and distributes files to requisite managers. Retrieves vendor reports and prepares summaries for Department Directors.

Coordinates with OGC to ensure Annual Funding Notice is prepared, formatted, and transmitted to outside vendor for distribution. Prepares Terminated Vested Participant Normal Retirement Age Notices.

Coordinates with senior management in ES, OED, OGC, and Systems to manage document flow and security during external audits. Analyzes data issues to prepare for mass enrollments and recommends business rules for data migration.

Manages several outside vendors, and contracts with vendors as appropriate to accomplish document conversion, off-site storage, and other tasks. 

Ensures that off-site record retention/destruction information is distributed to each department across the Funds.  Upholds the Funds’ Record Retention Policy.

Prepares a significant volume of out-going mass mailings.  Collaborates with other Funds managers to design questionnaires and other documents, and to test lay-outs to ensure that they can be machine-read via optical character recognition and bar-code scanners upon return. Participates in planning for tracking receipts, automated routing of receipts, automated interpretation of return data, and identification and preparation of any follow-up mailings. Works with Systems staff, outside vendors, software representatives, and other Funds’ Departments to identify data collection needs and to design appropriately automated solutions for data collection and analysis. Plans timing of mailings so the work can be accommodated by staff in a timely manner.

Coordinates with ES and Systems staff to create and maintain correspondence templates used in the processing and continued management of Pension and Health Benefits. Manages the outflow of all Eligibility documents mailed by staff in Eligibility Services, Operations, and General Services. Ensures documents such as benefit applications, appeals rights, benefit welcome packages, summary plan descriptions, TEFRA notices, direct deposit forms, etc. are current and bar-coded (if applicable).  Maintains current Eligibility forms on the Funds’ internet site. Tracks the requirements of which stuffers accompany all outbound mailings.

Converts annual IRS tax withholding categories into eligibility data tables and coordinates the annual TEFRA mailing to all active pensioners. 

Researches and stays abreast of technology solutions involved in data collection, records management, and secure document sharing solutions. Recommends Records Management solutions and technology investments.

Routes incoming verbal and written inquiries from attorneys, member of Congress, coal industry employers, state unemployment agencies, and beneficiaries regarding Health Benefit Eligibility, Retiree Bonus Payments, Death Benefits, and Unemployment Compensation to appropriate Director

Travels as needed to conduct business.

Other activities as assigned.

Responsible for adhering to all Funds policies and procedures adopted to comply with the Health Insurance Portability and Accountability Act (HIPAA) governing the privacy, security, and use of protected health information.

SUPERVISORY RESPONSIBILITIES

Directly supervises classified employees in the Eligibility Services Department responsible for activities listed above. Carries out supervisory responsibilities in accordance with the Funds' policies and applicable laws. Responsibilities include interviewing, making recommendations for hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems. 

INDUSTRY KNOWLEDGE:

In-depth knowledge of document and records management. Solid knowledge of the administration of benefit plans and ERISA.  General knowledge of the insurance and coal industries.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

Bachelor's degree from four-year college or university, and two years management experience in a position requiring extensive oral and written communication skills, including oral and written interpretation and analysis of complex regulations, policies, procedures and the development of written reports which demonstrate the ability to analyze technical concepts, regulations, policies and procedures with accuracy and clarity.

Records Management or Data Management experience preferred. Manager will have knowledge of data or document management and imaging tools.  Supervisory and program management experience and/or training are preferred. Must have the ability to effectively communicate with all levels of staff and management, as well as outside vendors. Must have a vision for continual process assessments and recommendations for workflow improvements.  

LANGUAGE SKILLS

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from Funds' staff, attorneys, Congressmen, union officials, employers, medical professionals, and beneficiaries.

MATHEMATICAL SKILLS

Requires use of intermediate mathematical formulas and calculations to prepare or interpret routine usage, statistical or financial information.

REASONING ABILITY

Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.

CERTIFICATES, LICENSES, REGISTRATIONS

None required for this position.

OTHER SKILLS AND ABILITIES

Proficiency using advanced office software applications and electronic imaging technology and related storage requirements, image and document formats, or image enabled databases.

PHYSICAL DEMANDS

The physical demands described here are representative of those that are typically experienced 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 regularly required to talk or hear. The employee frequently is required to stand; walk; sit; and use hands to finger, handle, or feel objects, tools, or controls. The employee is occasionally required to reach with hands and arms and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 10 pounds and must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually quiet.

COMPLETE BACKGROUND CHECK REQUIRED.