Control Department Manager

Job Purpose:

Under the limited supervision of the Vice President Operations, Pension, Control and OSS, this position is responsible for day-to-day operations of the Control Department to achieve business and organizational strategic objectives.

The Control department is responsible for ensuring the accurate receipt, reconciliation, and resolution of payments from employers, including handling underpayments, overpayments, audits, and addressing any inquiries regarding reported hours from employers.

Job Duties:

POLICIES AND PROCEDURES

• Develop, document, and implement operational policies and procedures.

CROSS FUNCTIONAL COMMUNICATION/COLLABORATION

• Collaborate with cross-functional teams to ensure smooth operations, streamlined processes, optimized efficiency, and effective communication.

PERSONNEL/WORKLOAD MANAGEMENT

• Responsible for day-to-day operations of the Control Department ensuring timely and accurate processing of payments.
• Manage supervisors and team leaders of the Control department assisting when needed to reconcile payments received with outstanding invoices, investigating, and resolving any discrepancies promptly.
• Select, hire, train, and evaluate staff to ensure that they meet or exceed performance standards.
• Lead and motivate a team of employees, providing guidance and support as needed.
• Communicate expectations to team members, holding them accountable through regular reviews.
• Ensure the accurate processing of all personnel matters and documentation, including but not limited to, time sheets and payroll, time off requests, processing of new hires/status changes/separations, completion of performance reviews, and required staff training and certifications/re-certifications.
• Manage performance and discipline in accordance with the principles of just cause and the requirements of collective bargaining agreements.
• Analyze and determine staffing within the team to ensure an optimized workload balance within the department to meet production needs.
• Create, monitor, and coordinate daily schedules for all employees and personnel to ensure that customers receive scheduled services and that employees are productive.
• With approval manages the day-to-day department budget ensuring spending within the budget allocation.

KPIs

• Define, monitor, and analyze key performance indicators (KPIs) to monitor productivity, identify areas for improvement, and foster a culture of collaboration.
• Ensures regular and ad hoc reporting and analysis as needed to help drive business results.
• Prepares insightful presentations for senior management to concisely summarize performance targets and progress toward initiatives.

PROCESS IMPOVEMENT

• Organize shared drive and other document repositories to archive old information and make new data easily available.
• Identify opportunities for cost savings and process optimization.
• Support development and testing process, including data analysis, test data creation, and coordination with internal teams.
• Assist internal and/or external stakeholders with analysis and explanation of employer portal product functionality. Advise on client-specific configuration needs.

COMPLIANCE

• Ensure compliance with regulatory requirements and industry standards.
• Oversight and management of audits with outside organizations.

CUSTOMER SERVICE/ESCALATIONS

• Assist with investigation of client-reported and internally identified issues to determine causes and propose solutions.
• Responds to inquiries and requests from clients, government agencies, unions, participants, attorneys, and consultants.
• May be requested to attend and/or present at client meetings.

GENERAL

• Accurately and thoroughly accomplish tasks, while maintaining a high level of quality, ensuring information is complete and accurate, and following up with others to ensure that agreements and commitments have been fulfilled.
• Performs other duties as assigned.
• Implement successful onboarding of new clients to ensure the overall integrity of data, processes, systems, and reporting results in meeting business needs and user requirements.

Minimum Qualifications:

• Associate degree, or higher in business, management, accounting or an advanced degree in a comparable program, or comparable experience.
• 3 to 5 years of supervision or leadership responsibilities in bookkeeping, finance, banking, accounting, or benefits administration.
• Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Competency in data manipulation and analysis.
• Proven track record in having an analytic approach to managing deliverables.
• Demonstrated ability to work creatively and flexibly, both independently and collaboratively within a diverse cross-functional team.
• Demonstrated ability to effectively manage time and resources to ensure that work is completed efficiently and to the required standard, prioritizes and identifies more critical and less critical activities and tasks, and adjusts priorities as appropriate.
• Demonstrated ability to resolve conflicts and handle confrontation with professionalism.

Preferred Qualifications:

• 5 years prior experience in a third-party administrator, insurance, health and welfare environment or Taft-Hartley trust administration.
• 5 years prior experience leading and mentoring staff in training, auditing, and business rules.
• Advanced skills with Excel and Word.
• Strong leadership and interpersonal skills.

Travel:

• May be required to travel to client meetings or other offices as needed, approximately 10% of the time.

Physical/Mental Requirements:

• The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this job.

• While performing the duties of this job, employees are regularly required to use written and oral communication skills; read and interpret data, information and documents; analyze and solve non-routine and complex office administrative problems; use math and mathematical reasoning; observe and interpret situations; learn and apply new information or skills; perform highly detailed work on multiple, concurrent tasks; work under intensive deadlines with frequent interruptions.

Work Environment:

• The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Employees work under typical office conditions, and the noise level is usually quiet.

• WPAS is an equal opportunity employer. We celebrate diversity and strive to continually create the most inclusive work environment for all our employees.

Job Type: Full-time

Benefits:

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

Experience level:

• 3 years

Shift:

• Day shift

Weekly day range:

• Monday to Friday

Ability to Relocate:

• Mercer Island, WA 98040: Relocate before starting work (Required)

Work Location: In person