Long Island City, NY based multi-employer Benefit Fund seeks an individual to fill the open position Operations Manager, reporting directly to the Fund Administrator. The Funds provide benefits to approximately 3,000 active members and their eligible dependents as well as 1,000 retirees and beneficiaries. The Funds have assets of more than $1 billion and cover construction workers in the NYC area. There are close to 200 contributing Employers to the Funds.
The Operations Manager, under the direction of the Fund Administrator, is responsible for overseeing the Fund Office operations and has day-to-day responsibility for the operational, technical, and organizational processes of the Funds, ensuring that all operational procedures are following plan rules and all applicable law.
The Operations Manager is a full-time, in the office, working management position. The Operations Manager must effectively set goals for, direct, work alongside and motivate a staff of eleven collectively bargained employees. The Operations Manager must interact collaboratively with professional advisors, participants, employers, and colleagues at all levels both inside and outside the organization.
Oversee all staff within the Collections Department
Produce staggered Employer delinquency reports 3 times per month incorporating information obtained from various sources, including ISSI, 3rd Party Administrators and Fund professional advisors.
Produce monthly Surety Bond report, request coverage increases, inform Legal Counsel of cancellations as soon as received.
Interface with various professionals retained by the Funds providing info as needed to facilitate their functions.
Produce and/or control monthly billing and collection of miscellaneous charges (legal fees, lost earnings, interest and LDs)
Manage all amounts held in Escrow Funds to ensure timely and accurate application.
Track Stipulation/Settlement payments, ensuring timely and accurate application of amounts received.
Provide reports as requested by the Management Trustees (weekly, quarterly, annual)
Maintain Wage and Fringe rate information posted to outside websites.
Manage CBA Rate Changes by generating contribution rate change materials for distribution to all needed parties, updating rates in ISSI as rates are increased and building new rates in ISSI when Project Labor Agreements and Special Rate jobs are presented for all Agreements.
Audit Related Duties include updating system with all Employer remitting audits requested by the Trustees, answering questions for Fund Auditor when requested, providing copy of audit findings to staff assigned to account and applying audits once payments have been received.
Arbitration management with Local Union to include prepare analysis of amounts owed by member as requested by Labor and Management, reviewing arbitrations for content and provide questions / deficiencies to Labor and Management, creating upload file for amounts outlined in Arbitration.
Collections Committee Preparation to include preparing monthly agendas, preparing Employer requests for review by Trustees. coordinate reporting from Fund Counsel, Fund Auditor and any other outside sources. preparing Abrogation Report, preparing ACH Payer Report.
After each Collection Committee, follow-up on all action items (send letters to all Employers with outcome of their requests, provide reporting requested by Trustees, prepare Minutes to meeting to be reviewed by Fund Administrator and Fund Counsel and distributed to Committee 1 week prior to next Meeting).
Provide reports for Local Union as requested.
Answer escalated Employer and Member questions / complaints and manage with staff and Administrator directly.
Welfare Fund Duties:
Oversee all staff within the Welfare and Claims Department
Assign staff duties for all functions within the Claims and Welfare Departments, ensuring daily, weekly, monthly, and annual deadlines are managed and on track for completion.
Work to manage eligibility overrides for medical, dental, vision and Rx coverages when members are in need.
Work with Benefit providers to escalate issues and seek Plan coverage details and information.
Provide back-up to all staff with their day-to-day duties when staffing issues or problems arise.
Answer escalated Member questions / complaints and manage with staff and Administrator directly.
Ensure all claims (HRA, WUB and ASB) payments are managed efficiently and within prescribed timelines. Update annual payment schedules for all Claims paid.
Keep Administrator and Supervisors well-informed of overall office operations.
Manage staff of 12 Claims, Welfare and Collections Employees, ensuring all staff are cross trained within their respective departments to best guarantee each department is able to meet workload objectives and plan for staff absences, manage all employee relations issues from inception through resolution, counsel and coach staff on performance issues.
RFP / RFI Management - For RFP’s / RFI’s that can be managed by the Fund by working with Fund Legal Counsel to create the RFP / RFI document, sending emails to all identified recipients, tracking responses and answering questions posed by recipients, reviewing and analyzing RFPs /RFIs and prepare report / summary to be presented to the Trustees for action.
Work with Administrator and staff on new Plan implementation by attending all implementation meetings, providing needed reporting to vendors, providing all requested materials and information as needed, acting as a liaison with ISSI and vendor to review needed system updates and provide and working with staff to test system files, etc.
Assist Fund Auditors when onsite auditing the Funds for 5500 and annual filings.
Work with ISSI to bring any programmatical issues within system and remediate / test outcome to ensure accuracy.
Work with ISSI to build enhancements to MyBenefits, the Member Benefit Portal.
Track staff time-off, late arrivals and early departures; review / approve weekly timesheets.
Identify needed process improvements throughout the office, work through solutions, and implement whenever / wherever necessary.
Ability to organize and prioritize workload effectively to manage deadlines and handle expected volume of work.
Disciplined problem-solving skills and ability to execute solutions, who is proactive, able to connect the dots and willing to take initiative.
Ability to prepare reports by collecting, analyzing and summarizing data from various sources.
Skilled in the use of personal computers, specifically Microsoft Office Suite software with an emphasis in MS Excel and MS Word. MS Access.
Ability to understand and articulate various benefit terms and programs.
Ability to make recommendations based on key Fund operations and data.
Strong diplomatic and discretionary skills; handling sensitive information without deviating from the plan document.
Ability to interpret, analyze and comprehend plan documents.
Strong employee service focus, demonstrating the ability to prioritize quality and employee experience.
Strong analytical and database management skills.
Proven ability to manage tasks with competing priorities and deadlines, independently determining order of priority and self-initiating other value-added tasks.
Excellent interpersonal and collaborative skills, with a professional demeanor and the ability to interact with all levels of management, colleagues, and vendors.
Ability to communicate (orally and in writing) in a professional manner. Well-developed written and oral communication skills are essential.
Strong problem-solving skills with the ability to deal with and resolve ambiguous, confidential, and sensitive situations and issues of a complex nature while providing flexible solutions.
Critical thinking skills including, logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
Organized, with a sense of urgency and the ability to multitask, prioritize, and manage shifting responsibilities in a dynamic, cross-functional teamwork environment.
Demonstrated commitment to meeting the needs of internal and external partners; strives for a high level of client satisfaction.
Strong ability to cooperate and work collaboratively cross functionally.
Strong project management skills with the ability to balance competing demands and satisfy conflicting needs with tact and diplomacy.
Education and Experience:
BA or BS degree or equivalent experience required.
Minimum of five (5) years of experience in Project Management required.
Minimum of five (5) years of experience supervising and managing Employees required.
Experience with Taft Hartley Trust Funds preferred.
Welfare Fund experience preferred.
Intermediate to advanced abilities with MS Excel and MS Word. MS Access.
Thorough knowledge of generally accepted Fund Office principles, ERISA, DOL federal employment regulations, laws and best practices.