Benefit Counseling Coordinator

The Benefit Counseling Coordinator is responsible for coordinating visitor appointments and providing support for Benefit Counseling operations in the El Paso Regional Office. The incumbent will greet and direct visitors coordinat visitor appointments with Benefit Counselors aid in scheduling benefit meetings and presentations and provide general office support. This position will proactively work with Regional Office Counseling team Benefit Counseling coordinators Pension Services staff and agency employees.

This is an onsite position Monday - Friday at our Regional Office in El Paso TX.

Appointment Coordination
Coordinates the scheduling of visitor appointments with Benefit Counselors.
Coordinates with Benefit Processing Department staff to ensure files and records are ready for scheduled office visit appointments
Monitors counselor availability and assigns visitors to available counselors.
Monitors email for high-priority inquiries/requests and provides timely and accurate responses.
Maintains department appointment calendar utilizing scheduling software.
Obtains member files and other required information and provides to the counselor for review prior to scheduled appointments including requesting information from Benefit Processing as needed.

Receptionist
Greets all visitors in the TRS El Paso Regional Office lobby and directs to appropriate TRS staff and/or meeting locations.
Answers incoming calls to TRS main telephone line; appropriately directs calls; provides basic information regarding TRS processes; and enters data necessary for Benefit Counselors to return member calls.
Works in coordination with security staff to ensure appropriate visitor check-in procedures.
Assists Benefit Counselors with scheduled appointments and walk-ins by providing and collecting any necessary documentation or basic information prior to meeting with counselor.

Meeting / Presentation Coordination
Maintains a detailed schedule of meeting/presentation dates cities venues and assigned counselors.
Identifies available meeting rooms and coordinates room set up for in-house meetings including reserving required supplies and equipment.
Assists with preparing travel itineraries for Benefit Counselors.
Maintains and updates department travel spreadsheets and staff calendars.
Assists with preparing travel itineraries for Benefits Counselors.
Assists in coordinating with school districts higher education and other agencies primarily via telephone and email to arrange appointments and regional benefit meetings and informs appropriate staff.

General Office Support
Provides general office administrative support including but not limited to composing and/or typing routine correspondence work processing forms and other documents; timekeeping sorting and distributing incoming and outgoing mail copying and maintaining files.
Processes requests for personal identification numbers from TRS Members.
Responds to routine telephone and in-person inquiries regarding basic TRS services.
Notarizes documents for TRS members and staff.
Provides back-up support and assistance to other Benefit Counseling administrative support staff.
Assists other departments within Pension Services with processing member request such as but not limited to; returned mail and updating demographic information.
Maintains office supplies inventory and ensures operation of equipment.
Maintains supply forms brochures and handbooks and ensures member meeting rooms remain stocked with these items.
Maintains knowledge of records retention policies and assists Benefit Counseling operations to support annual records retention project.
Maintains files logs and other record keeping systems.
Participates on special projects and work groups as needed.

Performs related work as assigned.