18-63 Plan Board Specialist, MEPB (4960)

Job Posting

18-63 Plan Board Specialist, MEPB
Organization:  Alberta Pensions Services Coproation
Province:  Alberta
Location:  Edmonton
 
 
Description:

Competition:     18-63, Plan Board Specialist, Management Employees Pension Board
Location:            5103 Windermere Blvd SW, APS Headquarters
Position Type:    Full-time, Permanent (Union) INTERNAL/EXTERNAL Posting
Classification:    Professional
Salary Range:    $81,223.00 – $97,984.00
Hours of Work:   7.25 hours per day, (36.25 hours per week)
Closing Date:     Open until suitable candidate is found


Reporting to the Plan Board Manager (PBM), MEP Board, this position carries out a variety of complex, highly confidential and sensitive, specialized duties to support the MEP Board’s, and its committees’ and working groups’, mandated and fiduciary responsibilities. The MEP Board is a public sector pension plan board functioning in a complex and sensitive environment, reporting directly to the President of Treasury Board and Minister of Finance.

The Plan Board Specialist’s (Specialist) responsibilities include, but are not limited to, identifying trends and emerging issues that may impact the Plan Boards, researching the potential impacts and making recommendations to the PBM and the Plan Board Director (PBD). Other duties include: meeting preparation, research, development of work products, monitoring and assessing board business, reporting, implementation of actions, and the Board’s strategic plan. Under the direction of the PBM or PBD, this position is responsible for preparing draft board briefings, agendas, minutes and correspondence, financial reporting and contractual obligations, as well as completing research duties. This position plays a key role in the development and implementation of Board specific business solutions and overall business functions for the PBM and PBD.

To be successful in this position, the Specialist must be well educated, have strong research abilities and be informed on the topics of pension plans, such as: plan design, plan funding and investments, governance, communications, risk assessment and mitigation, actuarial reporting, etc. The Specialist must also hold a high level of integrity, ethical standards and be strategically focused. These aspects and characteristics, together with a tactical, proactive approach at all times, are required to successfully complete the many objectives and tasks assigned to the role. This position requires working independently and as a team. The position demands a full understanding of the Board’s strategic priorities, its business plan and the actions required to support its objectives and outcomes.

Requirements:

Responsibilities:
 

Develop working relationships with stakeholders and service providers.

  • Builds and maintains strong and effective relationships and acts as a key contact on Board related issues with stakeholders.
  • Builds and maintains relationships within Alberta Pensions Services Corporation (APS); Alberta Investment Management Corporation (AIMCo), and with senior representatives of service/supplier organizations, government representatives and senior Ministry officials, and external advisors and consultants.
     

Assist the PBM and PBD, in managing the Board’s short and long term plans; ensuring that timelines are met and the Board’s business is done professionally and proactively.

  • Reviews three-year business plans ensuring all strategic, risk oversight, accountability documents and statutory obligations are incorporated and monitored.
  • Identification, planning, coordination, and implementation of activities related to the Board’s business plan.
  • Proactively identifies issues to be addressed at Board meetings.
  • Ensures accurate minutes of meetings are recorded and action lists are prepared and kept up to date.
  • Prepares Board documentation, including draft correspondence for implementation of Board decisions and policies for consultation with the PBD.
     

Management of board and committee governance processes.

  • Coordinates the Board’s communication strategy through APS and the Plan’s newsletters. Ensures that all communications pertaining to the Board are accurate, timely and professionally presented.
  • Provides strategic recommendations to the PBM and PBD on policies, practices and procedures to support an effective governance and committee structure and recommends changes if required.
  • Completes research and makes strategic recommendations for the PBD and PBM’s consideration, on policies and business operations.
  • Ensures Board decisions align with the existing Board policies.
  • Aligns jurisdictional information for the Board according to pension legislation or other governing documents including precedents to support the overall context of the Board’s decision-making.
  • Assists with preparing various competitive bidding documents (RFX) for approval, and is aware of all aspects of the public procurement process, including fair evaluation of proposals and proponents. Ensures that all documentation for the RFXs are managed and stored in accordance with legislation and policies.
  • Coordination with APS to complete contracting requirements.
  • Conducts quality assurance reviews on all reports and materials to the Board, including correspondence, and on procedural matters (such as election of Chair and Vice-Chair, committee terms of reference, calendar of events, Board meeting dates, conflict of interest requirements, and committee membership).
  • Contributes to the evaluation and review of the performance of service/supplier providers and external advisors.
     

Monitoring of the Board’s annual budget processes to ensure the Board remains on track and within the budget.

  • Preparation of monthly and quarterly budget reviews to ensure that they are accurate and complete. Prepares reporting for consultation with the PBM and approval by the PBD.
  • Ensures that invoices and expenses are accurately processed and tracked before being provided to the PBM or PBD for review and approval.
     

Provides accurate information relative to the Board’s fiduciary responsibilities.

  • Research and analysis of complex pension and investment topics that require interpretation and foresight on impacts to the Board’s strategy.
  • Reviews and assesses detailed reports that pertain to the Plan and prepares draft briefings for the PBM and PBD.
  • Ensures Board members are informed of upcoming industry seminars and conferences and oversees the enrollment.
  • Keeps abreast of pension industry literature and relevant orders-in-council and ensures distribution of relevant information to the Board and records management.
  • Ensures decisions and Board outcomes comply with legal and regulatory requirements.
  • Ensures the Board is informed of changes to legislation and/or compliance reporting.
     

Work with the PBM and PBD, MEP Board staff and service/supplier organizations and external advisors to conduct or coordinate reviews of emerging policy issues affecting legislation, plan design, plan administration and plan investments.

  • Proactively identifies issues to the PBM or PBD, requiring independent advice and recommending engagement of the appropriate legal, administrative, policy, actuarial, investment, and financial advice to assist the Board in meeting its responsibilities.
  • Provides information to Board’s service/supplier organizations and external advisors with respect to the Board’s requirements.
  • Advise and support MEP Board professional and technical staff to develop and ensure that correspondence, briefings, reporting and presentations are accurate and comprehensive, taking into account the Board’s information requirements and current legislation and industry trends.
  • Ensures high standards of clarity and thoroughness of information materials are maintained.
     

Maintaining office and business processes.

  • Maintains Board records within the management system in place, which documents Board and committee meetings and all responsibilities.
  • Maintains the MEPP/MEP Board document library that facilitates the historical and current operations of the Plan.
  • Responsible for maintaining a records storage and retrieval system for Board agendas, briefings, minutes, legislative and educational material, and all correspondence, ensuring compliance with FOIP and provincial legislation.
  • Ensures all incoming and outgoing correspondence/documentation with respect to Board business is adequately recorded, filed and responded to.
  • Ensures that all Board agendas, minutes and other documentation are maintained within the established distribution system for Board agendas, minutes and other documentation.
  • Develop annual, quarterly and monthly operations budget reports, for consultation with the PBM or PBD.
  • Ensures that expense claims are accurate and processed in accordance with policies.
  • Responsible for all meeting logistics and catering for MEP Board, MEP Board Investment Committee and appeal hearings.
  • Provides assistance and coverage for the MSRP/JPP AC IC Specialist and coverage during absences, when required.

     

Knowledge:
 

  • Experience in Governance practices, including minutes and meeting preparation.
  • Strong knowledge and understanding of legislation and related statutes that govern pensions (Public Sector Pension Plans Act, Employment Pension Plans Act, and Income Tax Act).
  • Strong knowledge of pension administration, actuarial, financial and investment theories, methodologies and principles.
  • Business and Financial acumen. Experience with budgeting and financial reporting.
  • Experience with the preparation of agendas and minutes in a large organization or for a Board of trustees.
  • Strong knowledge of best practices and process related to business, good governance and the functioning of a Board.
  • Experience in policy research and developing policy papers.
  • Experience in interpreting legislation.
  • Knowledge of Administrative Justice or Board appeals is an asset.
  • Strong relationship skills with colleagues, consultants, and service providers.

     

Skills and Abilities:
 

  • Advanced research skills with an understanding of how to gather data, analyze information, and form conclusions to address current and future needs.
  • Ability to summarize and paraphrase complex issues.
  • Ability to classify and organize information into presentation materials.
  • Committed to, and ability to, learn complex topics such as pension funding and investments in an ever changing environment.
  • Strong client service skills.
  • Excellent time management skills.
  • Strong organizational, planning and project management.
  • Excellent communication skills: verbal, written and presentation.
  • Effective interpersonal skills—must be able to work with diverse groups of people, and a small, busy and effective team.
  • Ability to be flexible to many changes and demands of the PBM, PBD and Board.
  • Ability to adapt to various personalities and levels of structure.
  • A customer service orientation and ability to work cooperatively with a broad range of individuals, and to act with tact and diplomacy at all times.
  • Ability to operate within a complex governance and public sector structure, including hierarchy.
  • Ability to work as part of a small team, with a diverse Board, in a fast-paced, stressful, changing and uncertain environment.
  • Strong understanding of, and the ability to adhere to, a solid confidentiality policy.
  • Adhering to a strong and professional and Ethical Code of Conduct and Charter of Culture and Team Charter.

 Qualifications:
 

  • University degree and 3 to 5 years directly related experience; or,
  • Diploma or Certificate in Business Administration or Business Management with 7-10 years of related experience;
  • Board support experience;
  • Experience in a public sector or pension plan environment; and
  • Experience and knowledge of pension administration, actuarial and financial principles, investments, a general understanding of government regulations and pension legislation.

     

Leadership, Management, Supervisor, Advisory & Team Responsibility:
 

  • Act as a key contact for the Board, Board staff, stakeholders, pension partners, and internal and external consultants.
  • Responsible for adhering to a strong Ethical Code of Conduct, Charter of Expectations and Team Charter.
  • Provide the Board support with policies, processes and procedures.
  • Identify and leverage the expertise within APS, Government of Alberta, AIMCo, and the Board’s independent external consultants for the Pan Boards.
  • Provide coverage for the Plan Board Specialist for the MSRP and JPP AC and IC Committees, during absences, as needed.

The successful candidate will belong to the Alberta Union of Provincial Employees Local 118/013 and will be employed by Alberta Pensions Services Corporation (APS) to provide services to the MEP Board. Employment will be subject to a collective agreement, APS policies and Board specific polices and Codes. APS will administer employee benefits, payroll and employment policies. APS offers a comprehensive and flexiblehttp benefit package.For more details visit: https://www.apsc.ca/careers/compensation.jsp
 

How to Apply:

If you are interested in this position, please submit your resume to Human Resources at recruitment@apsc.ca
Each submission needs to clearly indicate the competition number of the position you are applying for and include a cover letter with two writing samples showing a range of your writing skills.

Please Note: Applicants may be asked to perform a writing test as part of the interview process. The successful candidate(s) will be required to undergo a security screening as a condition of employment.

Thank you for your interest in Alberta Pensions Services Corporation. Only those candidates selected for interviews will be contacted.