Administrative Assistant/Benefits Administrator (Office of Human Resources)

Cover letter must be submitted with resume for application to be considered complete.

Salary is based on relevant experience

Qualifications:

• Associate’s Degree from an accredited institution in the field of secretarial science, human resources, public relations, office management, or other related field
• Minimum of two years’ experience as an Administrative Assistant or Benefits Administrator, preferred
• Knowledge of administration of the South Carolina state benefits program (PEBA), and the ability to interpret and disseminate insurance and benefits information to individuals and groups
• Knowledge of the Family and Medical Leave Act (FMLA)
• Knowledge of Workers Compensation
• Knowledge of Google Suite and Microsoft Office
• Ability to generate correspondence, spreadsheets, and reports independently
• Ability to interact and deal with the public and employees in a professional manner
• Ability to perform basic bookkeeping tasks
• Ability to maintain confidential information and use discretion and good judgment
• Ability to maintain complete and accurate records and to develop standard reports from those records
• Ability to problem solve
• Possess strong organizational skills
• Ability to learn, interpret and explain policies, regulations and programs
• Ability to work independently or collaboratively
• Ability to deal effectively with the public in providing and obtaining information
• Ability to manage and coordinate multiple projects
• Notary license, preferred

Essential Functions:

Responsibilities may include, but are not limited to, the following:

Administrative Assistant Responsibilities

• Processes required paperwork for employee transfers, changes in job classification, salary increases, and other related employment matters.
• Assist with preparation of human resource reports such as attendance, new hire, and turnover reports.
• Serve as liaison between the Office of Finance and Office of Human Resources.
• Prepare employment contracts/assurance forms/letter of agreements.
• Create organizational binders and filing of important documents and information.
• Maintain digital copies and files of important documents and information.
• Assist the Executive Director of Human Resources with maintaining job vacancies and additional positions approved by the Board.
• Perform a variety of routine-to-moderately complex or specialized duties, which include but are not limited to composing and/or preparing reports and correspondence, researching and compiling data, scheduling meetings and appointments, preparing meeting materials, maintaining computer recordkeeping operations, establishing and maintaining filing systems, screening incoming mail, making travel and conference arrangements, etc.
• Process confidential personnel documents in an appropriate manner; maintains confidential files and records containing employee information; completes and processes employment personnel action request forms; enters employee information into computer database(s) as required.
• Develop and/or maintains various records, reports and/or spreadsheets using a variety of applications and word processing software.
• Compile and provide salary and budget information to immediate supervisor as requested; assists in gathering information for budget preparation.
• Order and maintains inventory of office supplies and equipment.
• Perform various bookkeeping duties, including but not limited to processing invoices, processing reimbursement requests, preparing expense reports, etc.
• Type, copy, file and mail various routine and confidential letters of correspondence, reports, promotional materials, etc.
• Receive and respond to inquiries, requests for assistance, concerns and complaints in areas of responsibility.
• Answer the telephone; provides accurate information to callers and/or forwards calls to appropriate staff person.
• Greet office visitors and perform customer/public service duties as required.
• Operate a variety of equipment, which include a computer, printer, copier, fax machine, telephone, label maker, calculator, etc.; uses clerical, computer and bookkeeping supplies.
• Interact and communicate with the immediate supervisor, co-workers, other District administrators and staff, school personnel, sales representatives, State Department of Education personnel, various outside organizations and professionals, and the general public.
• Attend meetings, trainings, workshops, etc., as appropriate to enhance job knowledge and skills.

Budget and Bookkeeping

• Participate in overseeing budget accounts for the Office of Human Resources
• Request purchase orders and follow through with the process of ordering and receiving materials or services once purchase order is approved
• Prepare invoices and monitor payments
• Keep accurate records of expenses using spreadsheets and/or other programs

Benefits Administrator Responsibilities

• Administer employee benefit programs to include, but not limited to group healthcare, dental, life.
• Review benefit options with new hires and terminating employee; ensure appropriate forms are completed; obtain necessary information and documentation to process new hire and separation actions.
• Handle day-to-day employee benefits questions (via phone and email).
• Process any changes to employee benefits.
• Coordinate the annual benefits open enrollment process for both state and optional insurance, and aides employees in the benefit selection process.
• Assists Executive Director of Human Resources in tracking employee leave according to policies and procedures.
• Assist in distributing, collecting, and processing insurance, retirement, and other benefits paperwork and forwards information to Third Party Administrator (TPA), as appropriate.
• Balance insurance and other billings as assigned.
• Prepare invoices of insurance costs for persons on unpaid leave.
• Prepare, process, and distribute COBRA notifications, special forms, and/or correspondence to persons leaving employment, dependents of persons leaving employment, persons who are retiring, or persons placed on unpaid status regarding eligibility for continued coverage and periodic premium changes; advises retiring employees regarding benefit coverage options under SC Retirement Systems.
• Process short and long-term disability information for all new claims and maintains and updates appropriate records.
• Update benefits costs as premiums change, ensuring correct costs charges to programs.
• Establish, update, and retrieve electronic employee benefit files for all eligible employees.
• Serve as an intermediary between employees and insurance carriers TPA to resolve problems.

Records, Reports, and Correspondence

• Enter and maintain premium deductions for all group insurance policies, and assist the Payroll Manager with reconciliation, as needed.
• Prepare and process Sick Leave Bank yearly enrollment applications and requests.
• Maintain statistical data relative to premiums and cost and assist with the preparation of reports.
• Maintain all physical and computerized health insurance records and assist with required data entry.
• Revise and update handouts, notices and brochures for other benefit plans as needed.
• Maintain and distribute insurance forms and supplies to campuses and other district buildings.
• Prepare and process Family Medical Leave request for all employees.
• Prepare and process Workers Compensation documentation for all employees.

Job Specifications:

Knowledge

Thorough knowledge of Business English, grammar, spelling, punctuation, and mathematical computation. Knowledge of departmental policies, procedures, and operations. General knowledge of the principles of office management, procedures, systems, and equipment.

The job of an Administrative Assistant/Benefits Administrator involves adapting to a changing educational environment and therefore, while accurate, this list is not exhaustive.

Job Type: Full-time

Pay: $37,613.00 - $56,419.00 per year

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Retirement plan
• Vision insurance

Schedule:

• Monday to Friday

Work Location: In person

Salary : $37,613 - $56,419