Job Title:Human Resource Specialist                                   

Exemption Status/Test:  Nonexempt

Reports to:                                                                                                  

Date Revised: 3-5-23

Dept./School: Human Resources

Primary Purpose:

Provide support for daily human resource operations. Handle routine HR inquiries and provide responsive and knowledgeable assistance to employees.

Qualifications:

Education/Certification:

High school diploma or GED

Special Knowledge/Skills:

Proficiency in keyboarding and file maintenance

Ability to use software to develop spreadsheets, databases, and do word processing

Knowledge of administration of employee benefits programs and applicable laws

Ability to interpret and disseminate insurance and benefits information to individuals and groups

Strong organizational, communication, and interpersonal skills

Ability to effectively present information in one-on-one and to small and large groups of employees

Experience:

3 years of clerical experience (preferred)

Major Responsibilities and Duties:

HR Support

1. Handle routine HR inquiries to ensure a high level of service and responsive, knowledgeable support for employees and their supervisors. Explain HR policies and practices to employees as appropriate.
2. Maintain HR information database to ensure that employee information is accurate, current, and reliable.
3. Maintain position control system in an accurate and timely manner. Reconcile job descriptions with position control to ensure that there is a job description for every job. Follow up with supervisors to make certain that job descriptions are reviewed and updated on a regular basis.
4. Receive and process applications, including verifying completeness of files and notifying those not selected for employment.
5. Process new hire paperwork including criminal history information, references, and other application materials.

Reports and Correspondence

1. Prepare and distribute or post job vacancy announcements and advertisements.
2. Prepare, maintain, and distribute employee handbook as directed.
3. Prepare correspondence, forms, and reports according to district standards and requirements

Benefits

1. Administer employee benefit programs such as group health insurance, dental, life, and medical reimbursement.
2. Handle employee benefit inquiries and complaints to ensure quick, equitable, and courteous resolution. Act as liaison between employees and insurance carrier’s claims office and resolve administrative problems with insurance carrier representatives.
3. Provide timely notice to employees under the requirements of the Consolidated Omnibus Budget Reconciliation Act (COBRA), Health Insurance Portability and Accountability Act (HIPAA), and Affordable Care Act (ACA) including issuing certificates of coverage for all medical plans for all terminated employees and dependents.
4. Assist in conducting benefits orientation meetings and enrollment of new employees in benefit plans.
5. Assist with annual open enrollment process, including making group presentations and preparing, distributing, and receiving materials and forms. Process all employee benefit enrollment and change forms within required time limits to meet payroll deadlines.
6. Prepare and verify monthly premium statements for all group insurance policies. Balance and submit billing statements to accounting for payment.
7. Maintain all benefits-related records including statistical data relative to premiums and cost. Assist with required data entry and preparation of reports.
8. Assist with preparation of benefits handbook, including word processing, coordinating printing, and distribution.
9. Maintain and distribute insurance forms and supplies to campuses and other district buildings.
10. Compile, maintain, and file all reports, records, and other documents as required.
11. Maintain confidentiality of information.

Other

1. Greet visitors and assist employees and applicants to complete applications and required paperwork.
2. Assist with the preparation and distribution of employment contracts.
3. Follow district safety protocols and emergency procedures.
4. Receive and process accident reports and workers’ compensation claims. File all insurance forms and Texas Department of Insurance, Workers’ Compensation Division (DWC) reports including wage statements, first report of injury, supplement report, and job information in a timely manner.
5. Establish and maintain contact with injured employees and provide assistance with claims and obtaining health care as appropriate.
6. Communicate with workers’ compensation insurance carrier, doctors, nurses, campuses, and health care providers to enable appropriate processing of claims.
7. Work closely with campus and department secretaries, supervisors, and administrators to facilitate reporting work-related illnesses and injuries.
8. Prepare correspondence and forms. Compile, maintain, and file all reports, records, and other documents as required including workers’ compensation records and confidential medical certifications.
9. Maintain confidentiality.
10. Other duties as assigned.

Supervisory Responsibilities:

None

Mental Demands/Physical Demands/Environmental Factors:

Tools/Equipment Used: Standard office equipment including personal computer and peripherals; imaging equipment

Posture: Frequent walking, standing, bending/stooping, and reaching. Occasional pushing/pulling, and twisting

Motion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching

Lifting: Occasional light to moderate lifting and carrying (less than 44 pounds)

Environment: May work prolonged or irregular hours

Mental Demands: Work with frequent interruptions; maintain emotional control under stress