Human Resources Clerk I – Employee Benefits

PRIMARY FUNCTION: This position is responsible for providing assistance to employees concerning employee benefits and to the department staff with data, files, and clerical duties.

REPORTS TO: Manager, Employee Benefits & Compensation

SALARY SCHEDULE: G-7

WORK DAYS: 250

REQUIREMENTS:

• Education Level: High school diploma or GED from an accredited institution

Preferred: Coursework or training in business skills or office management

• Experience, Skill, and Certification:

• At least two years of work experience in a business office that involves direct customer contact, data entry, and the organization and maintenance of data and files
• Work experience with Microsoft Office (particularly Word and Excel) as well as other software products and standard office machinery
• Excellent oral and written communication skills, including the ability to draft responses to correspondence or to deliver information

Preferred:

• Experience with data entry in the district’s HR/Payroll system
• Experience with employee benefits

ESSENTIAL DUTIES:

• Receive and respond to all walk-in customers and departmental telephone calls regarding benefits questions or concerns. Refer calls or customers to other staff if necessary.
• Perform assigned data entry functions to include but not limited to, tax form changes, direct deposit updates, address updates, etc. Assist employees with navigating the Employee Self Service portal.
• Maintains supply of all benefit enrollment forms in easy-to-find filing system; email all new hires benefit enrollment links and information. Assist new employees with the onboarding process and annual open enrollment.

• 
  Prepare and maintain benefits departmental records and files, including spreadsheets, scanned documents, and other electronic and paper files. Ensure file boxes are appropriately labeled for record destruction according to the record retention log.
• Coach retirees through the retirement process. Calculate and process sick leave balances and sick leave payouts for retiring employees, submit results to the retirement company. Coordinate with the payroll office to ensure payments are processed timely and according to the person’s request.
• Works closely with the manager and/or director to complete data audits as requested.
• Backup for processing COBRA billing and checks requests for vendor payments.
• Maintain departmental supplies and storage area. Coordinate department supply orders within the department and with the Executive Secretary of Human Resources.
• Point of contact for annuity (403b/457b) requests. Receive forms from employees, review for completeness, ensure request is within plan requirements, requests loan certifications from vendors, obtain Plan Administrator signature and ensure signed documents are faxed to vendor. Notify employee of any concerns. Ensure secure filing of confidential information.
• Assist the Benefits Compliance Examiners and Benefit Technicians as needed.
• Performs all other duties as necessary for the effectiveness of the department.

TERMS OF EMPLOYMENT

Incumbents will be considered “at will.” Appropriate pay will be determined based on the Grade 7 and allowable experience as determined by Human Resources. This is a nonexempt position; work calendar will be 250 days.

Revised 03-2023

NON-ESSENTIAL RESPONSIBILITIES

A responsibility is considered to be “non-essential” (for the purposes of compliance with the Americans with Disabilities Act) if:

• it is shared between multiple incumbents in the job; or
• it could be performed by an employee in another job within the workgroup.

Note the responsibility number from the list in the “Duties and Responsibilities” section for those responsibilities that could be considered “non-essential” based on this definition.

PHYSICAL AND SENSORY DEMANDS

Most jobs in the District have physical and sensory demands that can be described by one of the two categories noted below. For jobs that require more physical or sensory effort, please list the requirements in this section. The category applicable for this position is listed below.

[ X ] OFFICE Employees in this category are normally exposed to a typical environment. The employee has some control over the length of time sitting, standing, or ambulating. There are occasions that require the lifting or pulling of equipment or supplies, as well as bending, stooping, or stretching. There is frequent use of computers, telephone, and other standard office equipment, which includes reading, listening, writing, or speaking. There are few exceptional physical or sensory demands.

[ ] CLASSROOM Employees in this category spend at least most of the workday in a typical classroom or related educational environment. There will be prolonged periods of standing or walking, and there may be frequent bending, stooping, or stretching. There are occasions that require the lifting or pulling of equipment or supplies. Reading, listening, writing, and speaking are requirements. There are few exceptional physical or sensory demands, but there may be occasions that require the lifting or restraint of a student.

EXCEPTIONAL PHYSICAL OR SENSORY DEMANDS

(Check any that apply to this job and complete the required information.)

[ X ] Occasional heavy lifting of up to 25 pounds

[ ] Frequent climbing up to _______ feet, and/or working on building roofs.

[ ] Exposure to heavy dust, dirt, chemical or paint fumes, or other airborne matter.

[ ] Exposure to extreme heat, electric current, hazardous chemicals or other potential hazards.

[x] Sitting or standing for extended periods with no control over rest periods.

[ ] Other:______________________________________________________

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