Documentation Specialist

ABOUT THE D.C. RETIREMENT BOARD

The District of Columbia Retirement Board is an independent agency of the District of Columbia Government. Our mission is to manage and control the assets of the D.C. Police Officers' and Firefighters' Retirement Plan and the D.C. Teachers' Retirement Plans as well as to administer benefits for the members of the plans.

The Benefits Documentation Specialist is responsible for developing, organizing, and maintaining all Standard Operating Procedures (SOPs), business user manuals, process guides, and operational reference materials for the DCRB Benefits Division — with a primary focus on capturing future-state processes aligned with the new Benefits Administration and Pension System (BAPS) as it is configured and deployed. This position ensures that institutional knowledge is systematically documented, structured, and accessible to Benefits Division staff throughout the implementation and into post-go-live operations.

The Documentation Specialist works in close coordination with the Business Analyst, Project Manager, and Benefits Division Subject Matter Experts to ensure that documentation is completed concurrently with system configuration — not retroactively after deployment — and that all SOPs reflect applicable legal, regulatory, and plan-specific requirements.

This is a term-limited appointment, with a not to exceed date (NTE) of December 31, 2028

• In consultation with the vendor, develop comprehensive Standard Operating Procedures for all system supported processes across the Benefits Division, including enrollment and eligibility processing, benefit calculation and award, retirement payment processing, death and disability claims processing, QDRO administration, member counseling workflows, and annual regulatory reporting.
• Attend system configuration/ vendor training sessions, and UAT activities to develop SOPs concurrently with system build, ensuring documentation reflects the actual configured system prior to go-live.
• Coordinate with the Benefits Business Analyst to ensure SOPs reflect future-state redesigned processes, incorporating process improvements identified during the implementation.
• Ensure all SOPs address plan-specific variations and procedures across all retirement programs administered by DCRB. Participate in scope confirmation workshops and document all out-of-the-box capability gaps, ensuring DCRB's regulatory non-negotiables — including ERISA, DC Code requirements, IRS qualified plan regulations, and audit trail standards — are confirmed as met before configuration activities proceed.

• Develop role-based business user manuals for the new pension administration system, covering all Benefits Division staff roles including Member Services Representatives, Benefits Examiners, Senior Benefits Analysts, and supervisory staff.
• Create quick reference guides and job aids for high-frequency system transactions to support staff during the go-live transition period and ongoing operations.
• Develop a Level 1 help desk reference guide and escalation procedures guide to support staff in resolving routine system issues independently.
• Coordinate with the vendor's training team to ensure business user manuals align with instructor-led training content and reflect the actual system configuration.

• Document all operational procedures related to monthly benefit payment processing, including disbursement setup, payment change processing, tax withholding updates, direct deposit management, and reconciliation workflows.
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