SUMMARY:

The Quality Assurance Records Department (QARD) Assistant Manager provides leadership, at the direction of the QARD Manager, to support the Benefit Funds Office (BFO) strategic goal to ensure compliance with internal policies and procedures along with regulatory guidelines. The QARD Assistant Manager will help develop and motivate team members to achieve the goal of providing BFO-wide Quality Assurance, Training, Benefit Administration System (BAS) enhancements, and regulatory compliance. The Assistant Manager will work cross functionally with other departments to identify deficiencies in processes, recommend corrective actions, and ensure compliance requirements are met. The day-to-day objectives will involve careful inspection and enforcement of sound operational processes and procedures. The Assistant Manager will direct the efforts to develop Standard Operating Procedures (SOP) across the entire BFO. The Assistant Manager will report directly to the QARD Manager. The Assistant Manager will directly manage three to five QARD Coordinators.

RESPONSIBILITIES:

(Any one position may not include all the specific duties and responsibilities listed. Examples provide a general summary of the work required and should not be treated as a total and complete list of expected duties to be performed by employees in the classification.)

· Direct QARD Coordinators in the analysis of various BFO departments current usage of the Benefit Administration System (BAS) to identify training gaps, needed procedural updates, system enhancements, and create system FAQ databases.

· Review and certify Standard Operating Procedures across all departments as drafted by both the departments and QARD Coordinators.

· Review and document identified process and workflow deficiencies across the entire BFO.

· Create detailed departmental analysis to provide Executive Leadership with an accurate picture of inefficiencies, incomplete or non-compliant procedures, and opportunities for improvement across the organization.

· Prioritize, test, and train on updates to the Benefit Administration System.

· Develop, recommend, and monitor corrective action and process improvement activities.

· Liaise with management to coordinate process improvement activities.

· Organize and perform User Acceptance Testing on system enhancements.

· Monitor and track Manage Engine and JIRA Tickets related to BAS enhancements.

· Perform data forecasting for various departments to help streamline work and set appropriate staffing levels.

· Monitor and evaluate contact touchpoints (calls and emails) to provide insight for performance improvement.

· Provide the Director with accurate BFO-wide reporting and metrics.

· Work with department Managers and Directors to create relevant KPIs.

· Test regulatory projects – such as Annual Statements, Actuarial Projects, Form 5500 – SSA letters, 1095-B, PCORI, and PBGC payments.

· Stay current on laws and regulations to ensure regulatory compliance.

· Assist Departments with prioritizing work during backlogs or staff transitions.

· Create a basic overview of the Benefit Administration System for QARD Coordinators to present to all new employees as part of their onboarding.

· Oversee the daily workflow of the QARD department and ensure that employees understand the goal of their duties and responsibilities.

· Identify and manage projects and resources across the QARD department.

· Provide constructive and timely performance evaluations of employees.

· Monitor QARD employee productivity and provide constructive feedback and coaching.

· Implement and enforce QARD department policies, and procedures.

ESSENTIAL FUNCTIONS:

· Strong verbal and written communication, especially around requirements gathering and process and procedure documentation.

· Attention to detail, and the ability to explain the importance of details to all departments.

· Problem-solving abilities to help teams work through barriers and provide prudent solutions to existing issues.

· Decisiveness and good judgment to address pressing project matters.

· Leadership and motivation to guide QARD and BFO departments in consistent process improvement.

· Proficient in Microsoft Excel, Word, PowerPoint, and Visio.

· Experience with Power BI or similar software a plus.

· SQL familiarity a plus

· Strong knowledge of BFO Plan Documents and ERISA/DOL Regulations.

· Excellent verbal communication skills, including providing corrective instruction and training to staff of all levels.

· Must have the ability to work independently and take initiative, working in an organized manner while multi-tasking.

· Working well under pressure and under regulatory scrutiny is expected.

QUALIFICATIONS:

· Bachelor’s degree in a related field i.e. Business Administration preferred.

· 2-5 years’ experience in a Quality Assurance related role required.

· ERISA experience highly desirable.

· Experience with Vitech’s V3 suite of systems is a plus.

This is a Non-Bargaining Unit Management Position.

Highly competitive salary and excellent benefits package!

E/O/E

Job Type: Full-Time

Benefits:

• 401(k)

• Dental insurance

• Disability insurance

• Employee assistance program

• Health insurance

• Health savings account

• Life insurance

• Paid time off

• Retirement plan

• Vision insurance

If you are a motivated individual with a passion for retail management, we invite you to apply for the Assistant Manager position with us.

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee discount
• Flexible schedule
• Health insurance
• Paid time off
• Vision insurance

Experience level:

• 5 years

Shift:

• 8 hour shift

Weekly day range:

• Monday to Friday

Ability to Relocate:

• Washington, DC 20003: Relocate before starting work (Required)

Work Location: Hybrid remote in Washington, DC 20003