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Admin Assistant II-Pension Technician, Royal Oak

Published Feb 8, 2019

Location: City Hall, Royal Oak, MI 48067
Department: Finance
Job Status: Full-Time
Days Worked: Mon., Tue., Wed., Thu., Fri.
Rate of Pay: 46,377 - 53,331
Details: Open until filled. Close date/time is not indicative of when this posting may be closed.

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Job Description

GENERAL STATEMENT OF DUTIES:  An Administrative Assistant II – Pension Technician serves as administrative assistant to the Finance Director (the retirement system’s chief administrative officer).  This position performs specialized work involving varied administrative, technical and record keeping functions pertaining to the municipality’s defined benefit retirement program.  The Administrative Assistant II – Pension Technician is accountable for performing a full range of technical and administrative tasks in the finance office.  The Administrative Assistant II – Pension Technician receives direction regarding departmental and pension plan policies and procedures and is expected to exercise sound judgment, and initiative when carrying out all duties.  Duties include public/employee/retiree contact, record keeping/filing, tracking processes, reconciliations, accurate data input and the utilization of computer software programs. 

 Essential Job Functions

An Administrative Assistant II – Pension Technician may be called upon to do any or all of the following:  (These examples do not include all of the tasks the employee may be expected to perform.)

  • Perform a variety of technical and administrative functions in the area of pension administration/finance/ treasury.
  • Prepare, analyze and generate retiree payroll utilizing (BSA) software including the reconciliation of the monthly pension register and other registers.
  • Initiate the proper transfer of funds for retiree payroll and healthcare reimbursement.
  • Assist with the timely preparation and posting of agendas and minutes.
  • Update and carry out written policies and procedures as directed. Follow direction, policies and procedures.
  • Keep tickler files on time-sensitive issues according to the future date on which an issue needs action such as vested retirees, exclusion ratios, disability reexaminations, gainful employment verifications, insurance coverage renewals, political disclosure filings etc.
  • Recommend and implement changes in procedures, design/update forms, maintain departmental records, reports and files in the best interest of the department and pension system.
  • Assist with processing general liability incidents and claims filed against the city and city property claims.
  • Assist with the preparation of periodic insurance renewals.
  • Transcribe and proof letters, memoranda, reports, documents and other materials.
  • Receive callers, maintain appointment records, and provide information by telephone, email or in person.
  • Proof documents such as the draft capital improvement plan, budget and CAFR for spelling/grammar/ aesthetic issues and assist with preparing the documents.
  • Assist accountants with updating various spreadsheets.
  • Serve as backup to the payroll clerk for employee payroll processing.
  • Assist with daily mail, assemble pertinent files and materials, and route correspondence as needed.
  • Serve as administrative assistant II to the two finance department heads, schedule and coordinate meetings, compose correspondence, and research and prepare specialized reports.
  • Operate standard office equipment including personal computer, software, scanner, fax, calculator and copier.
  • Perform other duties as assigned.


Required Knowledge, Skills, Abilities and Minimum Qualifications: The requirements listed below are representative of the knowledge, skills, abilities and minimum qualifications necessary to perform the essential functions of the position.  Reasonable accommodations may be made to enable individuals with disabilities to perform the job.

Requirements include the following:

  • Keen mathematical skills and ability to record, track, and balance/reconcile accounts and registers.
  • Considerable knowledge of automated office systems, including spreadsheets, database queries, word processing, and the ability to apply knowledge to departmental operations.
  • Strong organizational skills and ability to work in the best interest of the department and pension system.
  • Ability to independently perform administrative detailed tasks, and to research and prepare complex records and reports.
  • Ability to communicate professionally, effectively, both orally and in writing, and to carry out complex/technical, oral and written instructions.
  • Ability to maintain positive working relations with the general public, employees, and retirees.
  • Ability to efficiently organize and maintain record-keeping and filing systems, both in hardcopy and electronic versions.
  • Thorough knowledge of modern office methods and procedures, and of business English.
  • Skilled in the operation of the personal computer terminal, software, scanner, fax, calculator printer and copier, and other office equipment.

 Physical Requirements

The physical demands and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the 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 frequently required to communicate in person and by phone, read regular and small print, sit, use limited mobility in an office setting, use manual dexterity to type and enter data, use sight to read and prepare documents and reports. The employee is frequently required to reach with hands and arms to grasp, hold, use keyboard, and carry equipment.  The employee is occasionally required to stoop, bend, kneel and/or crouch to inspect conditions. The employee will occasionally lift equipment of light to moderate weight. 

The typical work environment for this job is an office setting where the noise level is quiet to moderate.

 Job Advertisement

The City of Royal Oak is located in southeast Oakland County, Michigan. The city’s 11.83 square miles has a population of approximately 57,236 according to the 2010 US census. Flanked by I-75 on the east border, I-696 on the south and Woodward Avenue (M-1) on the west side, the city has excellent highway access for residents and visitors alike. Approximately 15 to 20 miles northwest of downtown Detroit, businesses and residents have easy access to the Ambassador Bridge and the Detroit-Windsor tunnel, the busiest international crossings between the United States and Canada. 

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Submitting a cover letter is strongly recommended.