Springfield School District



Council Rock School District

Position Description

|Position Title: |Administrative Assistant (Confidential) |

|Department: |Human Resources |

|Educational Requirements: |High School Diploma or Equivalent |

|Certification Requirements: |N/A |

|Position Reports To: |Director of Human Resources |

Position Summary

The Confidential HR Assistant is the primary point of contact for providing support in the administration of employee benefits. The Assistant also provides additional support for the payment of all Extra Duty Responsibility positions and facilitates the annual accrual of employee paid time off as well as monitors ongoing attendance accruals that require district office level approval.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Employee Benefits:

1. Responds to employee benefit questions by working with providers and appropriate benefit vendors.

2. Reconciles all employee benefit bills to existing database of enrollees.

3. Prepares payment vouchers for employee group insurances.

4. Transmits employee information to vendors to ensure that eligible employees are enrolled in health, welfare and retirement benefits, including but not limited to enrollment information, changes, terminations, COBRA.

5. Conducts ongoing audits of employee benefit billing and employee and dependent eligibility.

6. Assists with annual open enrollment process -- sets up meetings; reviews electronic enrollments forms. Support employees on the proper use of self-service portal.

7. Coordinates with the Database Management department to prepare vendor files and prepares payroll deductions when necessary after open enrollment is complete.

8. Prepare and update all annual employees paid time off accruals for all employee groups.

9. Answers questions regarding benefits and personnel policy; refers more complex questions to HR Director

10. Maintains employee records within the HRIS employee database system.

Other Duties:

1. Assists schools throughout the year with attendance questions and issues. Updates and inputs absences that require district level approval.

2. Prepares all EDRPP (Extra Duty Responsibility Payments) three times per school year.

3. Maintains database of all EDRPP positions by communicating with the Athletic Directors and Activity Coordinators at the school level.

4. Process Professional Staff certification applications in the TIMS system.

5. Monitors the certification status of professional status to ensure that all certifications are active and that the necessary requirements have been met to maintain proper credentials.

6. Provides general related administrative support in the HR office.

General Requirements:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education/Licensure:

High School diploma or GED required; equivalent knowledge and experience; or related vocational training or certification program

• 2 – 4 years related professional experience

• Strong knowledge of MS Excel, and internet based database programs

• Experience working with and manipulating data files

• A general understanding of and some experience:

o Employee benefit administration

o Reconciliation of large group billing

o Tracking and maintenance of employee databases

Other Skills & Abilities:

1. The ability to manage multiple projects, deadlines and tasks successfully.

2. The ability to simultaneously respond in a professional, timely and helpful manner to employees, electronically and over the telephone.

3. Possess a friendly presence and helpful attitude; good interpersonal skills and ability to work well with others.

4. The ability to provide customer service support over the phone; good phone skills, professional demeanor.

5. Excellent problem solving skills; the ability to visualize a problem or situation and think abstractly to solve it.

6. The ability to manage constantly changing flow of traffic; remain productive during slow times, be able to multitask effectively during busy times, exercise patience and professionalism during stressful situations.

Council Rock School District is an Equal Opportunity Employer, and does not discriminate with regard to race, religion, cultural background, gender, age, or physical disability.

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