Job & Business Opportunities

Job Summary

This classification is primarily responsible for performing tasks in the following areas: Wage/Salary, Authorized Positions, and Performance Evaluation Program; Administration of Retirement Program; Administration of District's Health/Welfare Programs; Personnel/Medical Records Program; Administration of FMLA/CFRA Program; Administration of Other Employee Benefit Programs; and Acting as Facilities Coordinator for G Street Office. Work mainly involves problem solving and mediating highly conflicting, unexpected, and unusual problems involving multiple groups.

Supervision

Supervision Received: This class works under administrative direction, which includes broad management responsibility for a large program or set of related functions. Work is usually received in terms of goals; review is received in terms of results.

Supervision Exercised: This class may provide direct and/or indirect supervision to lower level personnel.

Distinguishing Characteristics

N/A

Essential Functions

A. Wage/Salary, Authorized Positions, and Performance Evaluation Program
Duties may include:
Review all district employees' wage/salary changes to ensure conformity with contracts/procedures. Update and track positions authorized, filled and vacant. Ensure global changes for each employee group’s cost of living increases per contracts. Investigate, troubleshoot, and research all problems related to SAP payroll and human resources system. Receive and distribute final pay for terminated employees. Maintain records and compile statistical reports for supervisors and senior management on positions, evaluations, and payroll. Write responses or follow-up with employee regarding complaints and concerns on pay issues. Coordinate work of staff on payroll, new employee input, and various SAP issues. Other duties as assigned.

B. Administration of Retirement Program
Duties may include:
Meet with employees to review retirement benefit and options. Respond to questions on retirement plans. Prepare retirement estimates for employees. Prepare issue papers/resolutions for retirement board approval of retirements. Act as administrator and assistant secretary to Retirement Board. Coordinate and prepare Retirement Board agendas. Direct the work of Retirement Board actuary. Coordinate studies and reports for board presentations. Research and respond to all retirees on their issues with checks, benefits, or other problems. Other duties as assigned.

C. Administration of District's Health/Welfare Programs
Duties may include:
Prepare and distribute written and verbal information to inform employees of benefits and policies and procedures. Evaluate and modify benefit tables, renewals, and contracts. Evaluate health plans and recommend changes or modifications for efficiencies. Monitor experience data. Negotiate premium increase with plan carriers during annual contract renewal. Prepare documents for Board Approval. Conduct annual Open Enrollment and Health Fair. Investigate and resolve problems with insurance issues for employees. Maintain records and compile statistical reports concerning benefits. Meet with employees for review of benefits. Other duties as assigned.

D. Personnel/Medical Records Program
Duties may include:
Develop, coordinate, maintain, and supervise the employee records management program. Evaluate and modify records management retention schedule. Develop methods to improve efficient filing, storage, and retrieval of employee records. Ensure confidentiality of employee records, particularly for employee medical records. Maintain currency on laws affecting employment records and confidentiality laws; Ensure employee data is filed in a timely manner. Other duties as assigned.

E. Administration of FMLA/CFRA Program
Duties may include:
Review all employee FMLA/CFRA requests. Verify eligibility and respond to employee and supervisors within two business days. Monitor FMLA/CFRA time usage of employees. Prepare monthly report on status of employees on FMLA/CFRA. Maintain separate confidential files for FMLA. Respond to department requests for status of employees on FMLA. Meet with employees regarding their rights under FMLA and CFRA; respond to questions regarding the law. Investigate and research FMLA issues and problems. Other duties as assigned.

F. Administration Other Employee Benefit Programs
Duties may include:
Conduct employee orientation for new employees. Review and approve employee requests for tuition reimbursement. Prepare approval and requests for supplement sick leave. Send notification for annual sick leave to deferred compensation and sick leave incentive programs. Issue badges to employees and temporary employees for District facilities. Assist in training employees in diversity, sexual harassment, and retirement planning. Review and approve employment verifications for employees. Review and monitor unemployment insurance; and serve as contact person for unemployment insurance administration. Other duties as assigned.

G. Act as Facilities Coordinator for G Street Office
Duties may include:
Coordinate facilities work orders for G Street. Respond to storage, space, and building issues. Work with Facilities Department to ensure phones, electrical, and plumbing, are in good working order. Other duties as assigned.

Job Demands

Physical and Mental Requirements:

• Mobility: frequent use of keyboard; frequent sitting for long periods of time; occasional bending or squatting.


• Lifting: frequently up to 10 pounds; occasionally up to 25 pounds.


• Vision: constant use of overall vision; frequent reading and close-up work; occasional color and depth vision.


• Dexterity: frequent repetitive motion; frequent writing; frequent grasping, holding, and reaching.


• Hearing/Talking: frequent hearing and talking, in person and on the phone.


• Emotional/Psychological: frequent decision-making and concentration; frequent public and/or coworker contact; occasional working alone.


• Environmental: frequent exposure to noise.

Knowledge and Abilities

Required Knowledge of:

• Principles and practices of benefit program administration.


• Wage/hour laws.


• Organizational rules, procedures, and union contracts.


• Reporting requirements to government and other agencies.


• Principles of pension administration.


• Retirement plan and programs administration practices.


• Deferred compensation programs administration practices.


• Principles and procedures for compensation and benefits.


• Insurance and benefit plan design concepts.


• Laws and legislation affecting benefits.


• Rules, regulations, and laws pertaining to employee records management.


• Records retention programs and records technology.


• Federal and state FMLA laws.


• Personnel principles and practice.


• Employee orientation programs.

• Learn District organizational rules, procedures, programs, plans, and contracts.


• Resolve conflicts and handle complaints over pay and payroll deductions.


• Maintain currency on any changes to contracts, rules, procedures, and pertinent laws.


• Communicate effectively with retirees, staff, consultants, and committee members.


• Coordinate agenda items with other departments to ensure deadlines are met.


• Gather data from various sources.


• Analyze benefits utilization and experience.


• Make decisions on relative cost and benefits to employees and to organization.


• Deal with complex problems and review related information to evaluate and make recommendations.


• Understand current and future benefit costs and impact on the District.


• Troubleshoot and investigate insurance issues.


• Maintain confidentiality of records.


• Learn organization’s rules as they pertain to special programs.


• Ensure work is completed in a timely manner.


• Learn District and departmental operating policies and procedures.


• Learn departmental systems and methods.


• Learn department-specific tasks and procedures.


• Speak clearly and communicate messages to appropriate individuals.


• Organize information clearly and precisely.

• Common word processing software.


• Common spreadsheet software.


• Common database applications.


• ERMS software concepts.


• Accounting or operations software functionality.


• Email, contact management, and scheduling software.


• Presentation software.

Minimum Qualifications — Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Required Prior Experience:
Four years of benefits and leave administration experience.

Required Prior Education:
A Bachelor of Science Degree in Personnel Management or a related field. Six years of additional qualifying experience may substitute for the required education.