ASSISTANT CHIEF, DIVISION OF PENSIONS

Official job specification

The text below is the official specification published by the New Jersey Civil Service Commission. The plain-language summary and analysis above are derived from it by NJ Civil Service Navigator. Source: the official specification page at NJ CSC.

Definition

Under the general direction of the Chief or other senior management officer in the Division of Pensions and Benefits, Department of the Treasury, assists in planning, directing, coordinating, and administering the work programs, activities, and staff of a bureau; provides guidance and direction to senior management in the development and recommendation of policies and procedures applicable to bureau operations; supervises staff and work activities; prepares and signs official performance evaluations for subordinate staff; does other related duties as required.

Examples of work

Assists in planning, organizing, and directing the activities of the bureau; implements work programs and assists in developing policies and procedures in accordance with division policies and goals. Assists in the development of work plans for all activities within the bureau; modifies and adapts plans as required. Supervises the implementation of new or revised federal and state laws, regulations, and reporting procedures as they apply to the various state programs. Assists in overseeing the development of data processing, telecommunications, and other on-line procedures with the various vendors and is directly responsible for their implementation. Provides information through written and verbal communications to clients when detailed and complex problems arise. Coordinates, oversees, and provides managerial guidance to staff of the bureau. Reviews, analyzes, and interpret statutes, regulations, and rules affecting the operation of the bureau. Supervises the work operations and/or functional programs and has responsibility for effectively recommending the hiring, firing, promoting, demoting, and/or disciplining of employees. Gives appropriate assignments and training to bureau staff and evaluates the performance of their work. Coordinates the work of the bureau with the work of the other operational and support bureaus in the division. Assists in establishing division policies, guidelines, and programs. Interacts with the Office of Client Services to ensure inquiries, special problems, or priority issues are adequately addressed. Monitors results of program efforts through development of appropriate measurement devices and establishment of tracking systems. Evaluates program operations and performance; as required, develops and implements alternative procedures to improve performance and meet program objectives. As required, represents the division and testifies at appeal hearings before the Board of Trustees. Responsible for quality assurance of work produced or services. Provides information through written and verbal communication to clients when detailed and complex problems arise. Coordinates the dissemination of information to clients concerning benefit structures and administrative practices. Supervises the presentation of the bureau program to inquiring employers and furnishes them with the necessary information as to the statutes, regulations, procedures, and the necessary resolution and materials for participation. Provides liaison assistance to service providers for auxiliary services. Estimates future workloads and required personnel space and equipment to achieve the objectives of bureau programs. Updates benefits manuals, booklets, and all other information materials distributed to the public. Develops, updates, and maintains the bureau procedures manual. Assists in preparing the annual bureau budget. Assists in rendering administrative determinations and provides direction when complex problems arise. As required, serves on committees such as internal controls, research, and planning task force. Assists in implementing, monitoring, and maintaining the policies of sound fiscal management and ensures the conformity of division rules and regulations with those of the state and other departments; works with executive management toward maximizing the economies of bureau purchases. In the Office of the Director, assists in organizing and coordinating the division's staffing and personnel requirements while directing and controlling the preparation of personnel documents; assists in providing liaison with the State Treasurer's administrative offices and the N.J. Civil Service Commission. In the Office of the Director, assists in planning and conducting space and layout studies to ensure efficient utilization of buildings and grounds; assists in analyzing current and projected staffing and warehouse requirements and recommends physical and location needs; assists in coordinating the acquisition of property needs and supervises the relocation operation. In the Office of the Director, assists in managing and overseeing the operating budget to maintain services vital to the division's central support system; analyzes and monitors the implementation and expenditures of the budget to ensure conformity with Department of the Treasury and division rules and regulations; prepares reports concerning the implementation and expenditures of the budget. As directed, assists in performing special projects. Responsible for the preparation and presentation of monthly and quarterly statistical reports and data reflecting the activities and productivity of the bureau. Reviews and interprets reports for information, accuracy, trends, or errors. Prepares and/or directs the preparation of extensive correspondence in the course of official duties. Prepares and supervises the preparation of clear, technically sound, accurate, and informative statistical, financial, and other reports, letters, and documents containing findings, conclusions, and recommendations. Directs the establishment and maintenance of essential records, reports, files, and data sources. Will be required to learn how to utilize various types of electronic and/or manual recording and information systems used by the agency, office, or related units.

License

Appointees will be required to possess a driver's license valid in New Jersey only if the operation of a vehicle, rather than employee mobility, is necessary to perform the essential duties of the position.

Knowledge, skills and abilities

Knowledge of modern supervisory concepts. Knowledge of planning principles, practices, and procedures; organization theory; and administrative practices of the programs. Knowledge of the laws of New Jersey and the regulations pertaining to public employees' pensions and other employee benefit programs. Knowledge of the functions, responsibilities, regulations, and procedures established to administer pertinent statutes and their application to specific situations. Knowledge of the problems involved in the administration of benefits programs including enrollment, collection, auditing, and claims administration aspects of such programs. Knowledge of the principles and practices of supervision, employee motivation, and performance evaluation. Knowledge of the priorities, programs, objectives, policies, and the internal organization of the division. Ability to organize assigned technical and supervisory work and develop an appropriate work program and schedules for the bureau. Ability to supervise assigned staff and plan, organize, and implement projects within the unit. Ability to develop long and short-term management plans and procedures and develop effective methods. Ability to understand, analyze, interpret, and apply basic laws and regulations to employee benefit work in accordance with the provisions of the statute. Ability to coordinate the work of the bureau with that of other bureaus and administrative units within the division. Ability to evaluate program or unit performance and develop alternative methods to improve performance and meet established objectives. Ability to give oral presentations to, and establish and maintain effective working relationships with, representatives of federal, state, and local governments as well as professional groups and others interested in issues, problems, and topics relative to designated program. Ability to assign, instruct, and supervise professional, technical, and other employees and to effectively evaluate their performance. Ability to supervise the compilation of needed statistical data. Ability to draft extensive correspondence in the course of official duties. Ability to prepare and supervise the preparation of clear, sound, technically accurate, and informative reports containing findings, conclusions, and recommendations. Ability to supervise the establishment and maintenance of essential records and files. Ability to learn how to utilize various types of electronic and/or manual recording and information systems used by the agency, office, or related units. Ability to read, write, speak, understand, and communicate in English sufficiently to perform the duties of this position. American Sign Language or Braille may also be considered as acceptable forms of communication. Persons with mental or physical disabilities are eligible if they can perform the essential functions of the job with or without reasonable accommodation. If the accommodation cannot be made because it would cause the employer undue hardship, such persons may not be eligible.

Note

The examples of work for this title are for illustrative purposes only. A particular position using this title may not perform all duties listed in this job specification. Conversely, all duties performed on the job may not be listed. Applicants must meet one of the following or a combination of both experience and education. Thirty (30) semester hour credits are equal to one (1) year of relevant experience. Eight (8) years of professional administrative experience in a public or private group employee insurance, retirement, or pension system, one (1) year of which shall have been in a supervisory capacity. OR Possession of a bachelor's degree from an accredited college or university; and four (4) years of the above-mentioned professional experience, one (1) year of which shall have been in a supervisory capacity. OR Possession of a master's degree from an accredited college or university in business administration, public administration, management, or other relevant field; and three (3) years of the above-mentioned professional experience, one (1) year of which shall have been in a supervisory capacity. "Professional experience" refers to work that is creative, analytical, evaluative, and interpretive; requires a range and depth of specialized knowledge of the profession's principles, concepts, theories, and practices; and is performed with the authority to act according to one's own judgment and make accurate and informed decisions.