Administrative Support Specialist – Benefits & Leave Administration

Overview

As the Administrative Support Specialist – Benefits & Leave Administration, you will provide specialized support and coordination to the Benefits & Leave Administrators in employee benefit programs and leave management processes.  You will also serve as a key point of contact for employees, addressing inquiries, and resolving issues related to benefits and leave through tracking leave hours, timelines, and notices.  You will process new hire benefits enrollments and enter and track information in the HR information system and benefits vendor systems. 

You will also support the Administrators with major projects, such as annual open enrollment and changes to benefits offerings.

Essential Duties

• Monitor the Benefits & Leave email inbox and respond to inquiries.  Generate and issue notifications for leaves of absence, meeting state and federal notice requirements and timelines.  Track due dates for employees to submit leave documents.  Send reminders as needed.
• Track the number of leave hours available, based on the specific type of leave that is being requested or used.  Monitor remaining available leave hours, alert Administrators when leaves are approaching expiration and sending employees notices.
• Create and maintain employee benefit records to track new hire and status changes; benefits enrollment, including due dates, documents required, and date received.  Assist with processing open enrollment changes and mid-year special open enrollment changes.  Responsible for arranging premium payments with employees while they are out on a leave of absence.
• Accurately enter benefits enrollment information timely and in appropriate systems, including HRIS (PeopleSoft), Health Care Authority, Dept. of Retirement Systems, and other benefits vendors. 
• Conduct system audits and prepare reports that ensure accuracy and integrity of the benefits, leave and absence records and data.  Document benefits and leave administration processes and standard operating procedures.
• Conduct monthly reconciliation of benefit invoices to ensure accurate vendor payments and correct employee premium deductions.
• Support major projects related to changes in benefits offerings, leave rules, and specific notifications to employee groups.  Create meeting agendas, arrange meeting space, and coordinate logistics.  Track team project deliverables and timelines.
• Manage as a liaison all coordination and work product with Brokers and Vendors; this includes Benefits Guides, communication materials, benefit orientation and Open enrollment materials.
• Monitor State and Federal regulations relevant to leave and benefits.  Make recommendations to internal partners on how to respond to new laws/regulations.
• Perform other duties of a similar nature or level.

Requirements

Minimum Qualifications

• Three years of general administrative experience working with sensitive and confidential information.  An associate degree in office administration, business administration, or a related field may substitute for two years of experience.  An internship in human resources or benefits administration may substitute for one year of experience.
• One year of experience in a benefits administration, leave administration, or employee service role.
• Intermediate to advanced level proficiency with office technology applications such as Outlook, Word, PowerPoint, and Excel.
• Excellent verbal and written communication skills.

An equivalent combination of education and experience to successfully perform the job duties is also accepted.

 

Knowledge Requirements

• Federal, State, and Local regulations governing benefits and how various laws intersect (e.g.: HIPAA, ADA, and ADAA).
• HRIS and HRMS tools, such as PeopleSoft.
• General office procedures, practices, and etiquette.
• Grammar, spelling, and punctuation rules.
• Customer service practices.
• Data and records management.
• Procedures for maintaining confidentiality of sensitive and protected personal information.

 

Skill Requirements

• Fostering an inclusive workplace by upholding Community Transit’s core values in support of the organization’s vision and mission.  Inspiring team commitment, pride, and trust while promoting cooperation and motivating members to achieve shared goals.  Demonstrating courtesy, sensitivity, and respect in all interactions.
• Demonstrated skill using office applications such as Microsoft Office Word, Excel, PowerPoint, or similar programs.
• Strong written and verbal communication.
• Time management, managing multiple tasks, and adjusting to changing priorities.
• Exercising good judgment to discern when to take issues to a higher level for guidance or re