Funds Administrator – On-site

Our client, a well-established benefits administration office in the Brighton/Henrietta area, is seeking a detail-oriented accounting professional to join their small, casual team. This on-site role offers consistent hours—Monday through Thursday from 8:00 a.m. to 4:30 p.m. and Friday from 8:00 a.m. to 4:00 p.m.—in a friendly, supportive environment.

This opportunity is available due to a planned 2026 retirement, with a four-month crossover period to ensure thorough training and a smooth transition. The office manages all health, welfare, and retirement benefits for approximately 1,500 active and retired union members. The position involves preparing financial statements, overseeing accounts payable and receivable, and maintaining regular communication with union members, contractors, benefit providers, attorneys, and board leaders.

The ideal candidate is a detail-oriented accounting professional with experience in financial statement preparation, accounts payable, accounts receivable, and customer service. This role involves regular interaction with union members, contractors, benefit providers, attorneys, and board leaders, requiring strong communication skills and professionalism. Experience with benefits administration and labor unions is preferred. The successful candidate will be able to research and resolve benefit claim issues independently, demonstrate an investigative mindset, and bring strong analytical skills. Proficiency with business technology and experience implementing new tools will be considered a plus.

• Oversee, plan, and manage the daily operations of the benefit funds and staff.

• Act on behalf of the Board of Trustees by managing personnel, coordinating with contributing employers, participating unions, and representatives, and ensuring that all required reports and documents are distributed on time.

• Verify that internal controls in the Fund Office are working effectively and recommend enhancements as needed.

• Participate in the annual IT risk assessment required by the Department of Labor and follow through on correcting any identified issues.

• Serve as the primary contact between Trustees and professional advisors, including consultants, legal counsel, accountants, actuaries, investment advisors, and other specialists. Prepare agendas, meeting materials, and supporting data for monthly or quarterly meetings. Provide recommendations on administrative matters and Requests for Proposal (RFPs).

• Review and approve benefit-related applications, pension calculations, member statements, invoices in accordance with contracts, annuity withdrawals, and health claims as needed.

• Keep the contract files current and organized.

• Implement benefit changes and issue the necessary notifications to contributing employers and participants.

• Coordinate the preparation, filing, and distribution of government reports such as W-4P, Form 5500, Form 990, Form 8955-SSA, Summary Annual Reports, and PBGC Premium filings.

• Ensure timely distribution of Summary Material Modifications and the Annual IRS Withholding Notice to pensioners and separated vested participants.

• Track and maintain records of missing participants annually.

• Maintain Fidelity Bonding and Fiduciary Liability Insurance for the Fund and Trustees.

• Enforce and administer Fund policies.

• Review and approve leases, financial disbursements, and authorize banking transfers.

• Completion of coursework equivalent to a bachelor’s degree in business administration, accounting, human resources, or a related field, along with experience in managing and overseeing employee pension plans or similar administrative functions.
• An equivalent combination of education and experience that enables successful performance of the essential duties will also be considered.

• Management and supervisory principles and practices.

• Methods for developing and managing budgets.

• Strategic planning and program planning principles.

• Basic contract terminology and structure.

• ERISA and Taft-Hartley benefit plan rules and regulations.

• Training methods and techniques related to benefit plans.

• Supervising and managing staff effectively.

• Organizing tasks and setting priorities.

• Identifying problems, evaluating solutions, and making sound decisions.

• Delivering high-quality customer service.

• Preparing and presenting clear written and verbal communications and reports.

• Developing, interpreting, implementing, and enforcing rules, policies, and procedures.

• Delivering engaging and informative presentations.

• Performing precise mathematical calculations.

• Managing several projects at the same time.

• Using personal computers and software, including spreadsheets, databases, word processing, Excel, and related applications.

• Applying effective communication and interpersonal skills to exchange information and follow work instructions.