Human Resources and Benefits Administrator

Join the City of Marquette staff as a Human Resources and Benefits Administrator. The Human Resources Administrator is responsible for the administration responsibilities of our busy Human Resources office including but not limited to; employee database entry, I-9 management, benefits administration, maintaining open job positions and postings, filing and new hire paperwork. This position requires a high level of confidentiality and strong computer skills.

In addition to competitive pay, City employees enjoy a host of great benefits, including medical, vision and dental insurance, retirement, holidays, and paid time off.

CITY OF MARQUETTE

Job Description

POSITION TITLE:              Human Resources and Benefits Administrator

REPORTS TO:                     HR Manager

EFFECTIVE DATE:           July 1, 2024

JOB CLASS CODE:            Exempt/Administrative

POSITION SUMMARY

Responsible for performing a wide variety of human resources and benefits administration duties. Assists in maintaining human resource database, employee records and files. Double checks bi- weekly payroll for errors and tracks and reports payroll information. Administers Workers' Compensation, unemployment, Life/LTD, health insurance and prescription drug plan, FMLA, COBRA, Fire/Police Pension Plan, DOT physical and drug testing program and other fringe benefit programs. Coordinates interviews, prepares interviewing packets, and coordinates new employee orientation. Prepares all required reporting including EEO-4, ACA annual reporting, GASB, CAFR, salary surveys, State of Michigan new hires, governmental subscription, seniority lists, etc. Provides related support to the HR Manager and other department staff. Exercises supervision over part-time administrative assistant.

ESSENTIAL DUTIES

An employee in this position may be called upon to do any or all the following:

1.      Assumes responsibility for effectively recording, maintaining, and reporting human resources information.

• Oversees the human resources database. Ensures that system records are accurately recorded and cross-checked. Enters new hire information into the system.
• Ensures that department files and employee records are maintained in accordance with legal requirements, labor agreements, and City policies and procedures.
• Completes monthly and year-end reports regarding terminations, transfers, new hires, fringe benefits, insurance, seniority, etc. Produces customized reports and analyzes information as requested.
• Ensures that EEO, Workers' Compensation, DOT and Department of Labor reports are up-to date and in compliance with federal and state regulations.
• Processes employment verifications, employee personal information, unemployment reporting, pay schedules, and all employee status changes.
• Prepares recruitment advertising and job postings. Tracks and maintains employment applications.
• Coordinates applicant testing and interview schedules; prepares interview packets, explains testing and job requirements to applicants, distributes testing materials and monitors exams.

2.      Assists with the accurate and timely performance of various financial reports.

•  Prepares each department's wage, benefit, and insurance information for the annual budget process. Provides annual budget information on all fringe benefits for City personnel for the Chief Financial Officer.
• Provides payroll with information regarding merit increases, certification pay, transfers, promotions, and other employee changes.
• Assists with tracking and resolving payroll errors.
• Prepares all Affordable Care Act Reporting (i.e., 1095-C and 1094 C's, health insurance information for W-2's, PCORI fee annual payment, PA 152 analysis reports) and retiree health insurance billing and reimbursements.
•  Provides information and data to Finance Department for annual Trunkline Maintenance Fringe Benefit Report.

3.      Administers various fringe benefit programs in compliance with City policy, labor agreements and state and federal law.

• Administers the yearly ACT 345 Fire & Police beneficiary verification. Completes the monthly healthcare contribution reconciliation.
• Administers Workers' Compensation program. Coordinating appointments through Occupational Medicine ensures that paperwork is completed and compiles statistics for annual reporting. Coordinates payments with Workers' Compensation insurance carrier.
• Administers and tracks FMLA leaves, required documentation and recordkeeping.
• Administers COBRA program for qualified beneficiaries. Responsible for notification letters, enrollment, setting up billing accounts and terminating benefits.
• Completes unemployment eligibility forms for insurance carrier.
• Responsible for administering the LTD, Life and Health Insurances.
• Coordinates annual open enrollment for health, Section 125 and 457 deferred compensation plans.
•  Reconciles monthly health insurance, prescription drug, dental and vision coverage billing for active and retired employees and charges back appropriate department's accounts. Investigates and resolves billing errors and overcharges.
•  Processes department purchase orders, office supply inventory, requisitions, and requests for manual checks.
• Establishes appointments for pre-employment physicals, random drug screening and CDL physicals.

4.      Administers employee communication, recognition, and orientation programs.

• Administers employee recognition programs.
• Answers employees' routine questions regarding fringe benefits, policies, and health insurances.
• Conducts basic orientation and onboarding for all new hires.

5.      Responsible for administering the City’s health insurance plans for the active and retired employees.

6.      Provides backup support to the Manager

•  Serves as administrative assistant and analyst in the Human Resource office.
•   Receives visitors and telephone calls. Answers routine questions regarding personnel and employment matters. Escalates difficult inquiries or unusual issues.
•   Produces reports and analyzes information as requested.
•   Prepares memos, form letters and other correspondence as required.
•  Expedites the flow of information between the Human Resources Department and other City departments and outside agencies.

NON-ESSENTIAL DUTIES

·         Performs other related functions as assigned.

MATERIALS AND EQUIPMENT USED

·         Standard computer software including word processing, data base, and spreadsheet packages.

·         Financial software modules for A/P, GL, Payroll and Human Resources.

·         Telephone, calculator, copier, and printer.

MINIMUM QUALIFICATIONS REQUIRED

·         Associates degree in Human Resources or HR certification. Bachelor's degree preferred.

·         Two years' experience in Human Resources, benefits, insurance, or related field.

·         Knowledge of state and federal employment laws required (i.e. ACA, FMLA, FLSA,

·         COBRA, Civil Rights Act and EEO, Bullard-Plawecki Act, Workers' Compensation Laws. etc.).

·         Strong communication and interpersonal skills. This position interacts frequently with staff, elected officials, retirees, citizens and third-party administrators and vendors. Demonstrated ability to work independently, to organize and prioritize assignments.

·         High level of integrity, maturity and good judgment needed to handle sensitive medical, payroll and confidential information daily.

·         Knowledge of proper grammar, spelling, and punctuation to compose letters, memos and emails. Must be able to communicate clearly both in writing and in person to answer questions and provide information on programs and benefits.

·         Demonstrated ability to work with accuracy and attention to detail.

·         Excellent organizational skills.

·         Typing speed of 45 net words per minute. Computer data entry (7,900 net keystrokes per hour). Expert knowledge of word processing and spreadsheet software required to produce benefits communications, reports, and analysis.

·         Knowledge of mathematics sufficient to calculate percentiles and process ungrouped numerical data. Ability to work accurately with numerical data.

·         Ability to gather and analyze data and prepare reports.

PHYSICAL DEMANDS

·         Lifting 20 lbs. maximum with frequent lifting and/or carrying of objects weighing up to 10 lbs.

·         Frequent sitting, standing, and walking.

·        Occasional driving.

·         Must be capable of using hand(s)/feet for repetitive fine manipulation and operating controls.

·         Frequent bending, twisting, and reaching.

·         Occasional squatting and climbing.

·         Ability to communicate orally in a clear manner.

·         Ability to distinguish sounds at various frequencies and volumes.

·         Ability to distinguish people or objects at varied distances under a variety of light conditions.

·         Ability to withstand noise levels in the work environment.

This job description should not be interpreted as all inclusive. It is intended to identify the major responsibilities and requirements of the job. The incumbents may be asked to perform job-related responsibilities and tasks other than those stated on this job description.