Human Resources Assistant - Benefits (Limited-Term)

The City of Bellingham is seeking a Benefits Assistant to join our Human Resources team! In this limited-term position (up to two years), you will play a key part in delivering top-notch administrative and technical support for HR benefits services while we transition to a new payroll system. In this role, you will help employees navigate the benefits process, ensuring accuracy in records, and supporting a range of HR functions. If you’re organized, eager to contribute to a collaborative environment, and ready to make a difference, we want to hear from you! 

This position performs paraprofessional, technical and advanced administrative tasks in support of the City’s Human Resources Department with a primary focus on the Benefits Division. Provides general information and facilitates access to human resources benefits services. Interprets and explains existing human resources benefits policies, procedures, and programs to employees, managers and the public. Delivers training and orientation in areas of responsibility. Maintains confidential benefits records and generates reports. Provides technical and administrative assistance in support of professional human resources benefits staff.


SALARY AND BENEFITS:

This position will start at Step 1 ($31.38/hour). Employees receive step increases annually in accordance with the E-Team Handbook and City policy. The full hourly range for this position is $31.38 - $38.15. For internal candidates, placement within the range is based on City Pay Placement Procedures.

At the City of Bellingham, we offer a comprehensive benefits package that helps you thrive in both your career and personal life. Join our team and enjoy peace of mind knowing that you and your loved ones are well cared for. Here’s a closer look at the outstanding benefits that come with being part of our team. You can find more details on our employment benefits page and labor agreements page.

• 13.33 hours of vacation leave per month, with increased accrual over time
• 12 paid holidays 1 floating holiday per year
• 40 hours of sick leave upon hire 8 hours accrued monthly
• Medical, dental, and vision insurance for employees and their families
• Life insurance and long-term disability coverage
• Flexible spending accounts and medical insurance opt-out program
• Access to an Employee Assistance Program (EAP)
• Washington State Retirement plan (DRS) for retirement security
• Optional 457 deferred compensation savings plan and 401(a) Retirement Savings Plan with employer match

 

Leave accruals are based on 1.0 FTE, accruals are pro-rated if part-time and require employees to be in paid status at least 120 hours/month.

Closing Date/Time: Fri. 4/18/25 4:30 PM Pacific Time 

ESSENTIAL FUNCTIONS:

1. Responds to inquiries and provides information about human resources rules, policies, regulations, procedures and processes within assigned functional area(s). Presents new employee benefits orientation to employees via in-person meetings. 
2. Receives, reviews, maintains and ensures the accuracy and completeness of human resources data, documents and records. Compiles data and prepares reports, statistics and statistical summaries, narrative summaries or graphic representations of data. 
3. Assists benefits staff in administering a variety of functions such as benefits open enrollment, dependent verification audits, Affordable Care Act monthly reporting, address changes, and communications with employees by phone and email.
4. Performs data entry and retrieves data from the Human Resources Information System (HRIS), Benefits Enrollment System or other computerized recordkeeping systems, including performing updates to the benefits, wellness and related intranet sites.  
5. Composes, edits, formats and transcribes correspondence, agendas, notes and spreadsheets. Composes and publishes minutes for commissions and staff meetings. Performs administrative assignments in support of professional staff.
6. Schedules, arranges meetings and coordinates travel arrangements.
7. Assists in gathering documents necessary to fulfill requests for public records from employees or members of the public, as directed by the Human Resources Records Officer or City Records Officer; provides or verifies public information requested as directed.
8. Compiles program and project information and prepares narrative and statistical reports that include determining the best way to obtain and organize information.  
9. Assists with records retention for all benefits, pension and medical records in database and software applications including scanning and archiving paper records as well as ongoing file maintenance of electronic records. Develops and maintains filing systems as assigned. Sends and retrieves archival materials. Maintains accurate records of contracts and other important documents, routing for signatures as required.
10. Performs tasks in support of the City’s Wellness Program including updating wellness boards throughout the City and receiving and indexing gym waivers. Assists with planning and coordinating wellness activities and the annual Benefits Fair.  
11. Monitors and records budget expenditures which includes gathering and compiling budget information, estimating the needs and costs for supplies and equipment. 
12. Prepares A/P bills for payment. Reviews invoices for accuracy and enters payment information into software application.  
13. Receives visitors to the Human Resources Department; directs visitors and telephone calls to the appropriate HR Professional. 

ADDITIONAL WORK PERFORMED:

1. Serves as back up to the Human Resources Office Assistant. 
2. Schedules pre-employment drug tests as assigned. 
3. Compiles electronic Worker’s Compensation packets as assigned. 
4. Assists in developing internal office procedures.
5. May assist with time administration, as needed.
6. Performs other related duties of a similar nature and level. 

WORKING ENVIRONMENT:
Work is performed primarily in an office setting with extensive time spent at a computer workstation with long periods remaining stationary and frequent interruptions. Environment includes a normal range of noise and other distractions with low everyday risks working around standard office equipment. This is a sedentary position with minimal physical exertion requirements.


Physical ability to perform the essential functions of the job, including:

• Frequently operate a computer and other office machinery such as a keyboard, mouse, phone, and fax machine;
• Frequently communicate accurate information and ideas with city employees and the public;
• Occasionally move between work sites;
• Occasionally transport objects weighing up to 25 pounds.

• High school diploma required. 
• Three years of administrative office experience including at least six months of experience in a human resources or related setting. 
• Associate or bachelor’s degree in human resources, business administration or related field preferred.
• Professional in Human Resources (PHR) or Society of Human Resource Management Certified Professional (SHRM-CP) certification preferred.
• Experience using a Human Resources Information System (HRIS) and other similar databases preferred.
• In place of the above requirements, an equivalent combination of education and experience sufficient to provide the applicant with the knowledge, skill and ability to successfully perform the essential functions of the job will be considered. 

• Employment contingent upon passing a criminal background check (see Fair Hiring Practices below).
• Verification of ability to work in the United States by date of hire. 
• This opportunity will involve working on-site for the first 6 months. Work from home after that will be limited and on a case-by-case basis.

**You are encouraged to print a copy of this job announcement for your reference as the process moves along**

Please ensure your application is complete and all required information has been provided. Standard completeness means all application fields (contact information, personal information, education, work experience, references, and supplemental questions). Application materials should comprehensively document your experience and skills related to the position responsibilities and experience/training requirements. As part of the City’s commitment to reducing bias in the hiring process, Human Resources redacts personally identifiable information for reviewers. Only the documents listed as required will be reviewed.

Interviews for the most qualified candidates are tentatively scheduled for the week of May 12, 2025. Invitations to participate in the Interview process will be sent via e-mail on or around April 29, 2025.
 
Please Note: Candidates will receive updates regarding application status via email. Please be sure to check your email frequently, including your spam folders for messages filtered by your email providers.

Equal Opportunity:

Our environment is characterized by respect for cultural backgrounds, belief systems, and ethnic diversity. The City of Bellingham is an Equal Opportunity Employer and values diversity in its work force. We do not make decisions on the basis of an individual's race, religion, creed, color, national origin, sex, marital status, age (40 ), disability, retaliation, sexual orientation or gender identity, honorably discharged veteran or military status, status as a victim of domestic violence, sexual assault, and stalking, use of a trained dog guide or service animal by a person with a disability, or any other basis prohibited by local, state, or federal law. All are encouraged to apply for employment.
 
Fair Hiring Practices

• The City provides individuals who have been arrested or convicted of a criminal offense an equal and fair opportunity to obtain employment. 
• The City will not inquire about an applicant's criminal history until after a conditional job offer has been made. 
• The City will disregard the prior arrest and conviction record of an otherwise qualified individual unless the offense is directly related to the job position for which the individual has applied. 
• The City will notify an otherwise qualified applicant about a potentially disqualifying conviction and give the applicant an opportunity to submit information regarding the accuracy of the criminal records as well as evidence of mitigation or rehabilitation, as appropriate.

Salary : $65,270