Retirement Office Assistant

Job Title

Under general supervision, performs a variety of clerical duties in support of Retirement operations. Support activities may include public contact, customer service, records maintenance, document production, and/or processing data.

The ideal candidate will have excellent public contact and customer service skills; the ability to build and maintain effective working relationships with others; and must be organized and have experience working in a fast-paced professional environment.

The Office Assistant– Confidential is a Confidential classification and is eligible for overtime compensation.

The eligible list established from this recruitment may be used to fill current and future Intermittent, Extra-help, Temporary, Fixed-term, and Regular vacancies. There are currently two (2) Regular vacancies within the Retirement Department.

Tentative schedule opening date:
Wednesday, August 26, 2026. Closing date:
Tuesday, September 1, 2026, at 5:00 p.m.

Depth and breadth of assignments may include, but are not limited to the following:

• Provides clerical support to Retirement Benefits Specialists such as typing correspondence, tracking and logging documents, entering data, assembling retirement packets, providing income verifications, assisting with the disability retirement process, processing appeals, and meeting deadlines.
• Greets customers and answers phone calls; determines how incoming calls should be routed; directs people to appropriate offices or to proper information sources; answers routine questions; explains routine procedures, processes, or departmental activities; schedules appointments and maintains calendars; obtains routine factual information to create or update files; provides assistance in the completion of forms.
• Prepares, validates, and/or checks a variety of documents such as retirement applications and new member paperwork for completeness, accuracy, and submission standards.
• Sorts and distributes incoming correspondence; maintains and audits the electronic filing system which involves scanning documents and understanding workflow; generates letter batches and prepares mass mailings.
• Handles and tracks public records requests; interacts with Board members; coordinates with County department representatives and vendors; orders and maintains supplies.
• Researches reference materials to respond to customer or management inquiries.
• Operates a variety of office equipment, such as personal computers, scanners, and copiers to enter, update and extract information, and to produce routine reports, correspondence, or forms.
• Performs related duties as required.

These are entrance requirements to the examination process and assure neither continuance in the process nor placement on the eligible list.

Education, training, and experience can be obtained by:

Any combination of education, training or equivalent, from no experience to three (3) years of office clerical experience.

Necessary special requirements:

• Intermediate proficiency in Microsoft Word and Excel.
• Excellent written communication skills must be demonstrated in the application and the supplemental questionnaire.

Desired:

• Prior experience providing customer service support in an office setting.
• Experience utilizing Adobe Acrobat.
• Intermediate proficiency with Microsoft Outlook.
• Working knowledge of VCERA's Pension Administration System: V3.
• Experience with and general knowledge of Pension Plan Administration.

Knowledge, skills, and abilities:

• Some knowledge of modern office methods and practices; record maintenance systems such as VCERA's Pension Administration System: V3; letter writing and report compilation.
• Working knowledge of customer service and public contact techniques; the operations, procedures and practices used in support of the function to which assigned; techniques to expedite or improve clerical tasks and record processing; word processing and data entry; correct English usage, spelling, grammar and punctuation.
• Skill in utilizing Microsoft Word, Excel, and Outlook
• Working ability to maintain confidentiality; perform and coordinate clerical work with accuracy and attention to detail; perform…