Human Resources Assistant (Part-Time, 25 hours per week)

Description

Do you enjoy a mix of performing administrative tasks and working directly with employees to explain benefits information and help resolve problems? Do you have a keen eye for detail to ensure employee data is accurate?  If so, then join our small department as we provide valuable resources and support to our staff of 140 employees at the Mount Prospect Public Library. HR benefit experience is desirable.

In any given week you may be meeting with new hires to conduct new hire orientation, updating accrual balances, and processing invoices from our benefit vendors. If you’re able to work 5 hours per day for a total of 25 hours per week with a customer-focused attitude and the ability to maintain confidentiality, consider joining our team. 

SCHEDULE: 25 hours per week; 5 hours per day, Monday through Friday

BENEFITS: Paid time off (vacation, sick, holiday, and birthday), participation in the Illinois Municipal Retirement Fund (IMRF) pension plan, 457 retirement savings plan, as well dental, life, and pet insurance.

SALARY: $21 to $24 per hour, depending on qualifications 

PURPOSE

Under the direct supervision of the Human Resources Manager, the Human Resources Assistant is responsible for coordinating employee benefit administration, the processing of timekeeping records, and supporting the human resources operations. The position has extensive verbal and written contact with all staff, including supervisors, managers, department heads, and administration.

SUMMARY OF DUTIES:

This position comprises the following essential duties:

• Benefits administrative support (approx. 35%)
• Processing timekeeping records and system updates (approx. 25%)
• HRIS data entry/maintenance/report generation (approx. 25%)

Other non-essential job duties include providing administrative support to the department and completing special projects.

JOB RESPONSIBILITIES

Benefit administration

1. Conducts new employee orientation and training
2. Coordinates the administration of various employee benefit programs (enrollment and participant changes) including medical, dental, financial, retirement, among others
3. Processes invoices related to benefit products and benefit providers
4. Coordinates the open enrollment process for related benefits and eligible staff
5. Inputs information related to employee benefit elections into the HRIS for appropriate payroll processing
6. Conducts benefit-related events (i.e., Benefit Fair) as needed to promote participation and/or to educate staff
7. Ensures proper documentation for all benefit-qualifying events (dependent audit, etc.)
8. Interprets benefit-related policies and procedures for staff and/or supervisors
9. Listens to staff benefit concerns, resolves and/or refers issue to HR Manager if needed
10. Maintains accurate reports of benefit participants (employee census, etc.)
11. Maintains contact with human resource department staff for the Village of Mount Prospect regarding common benefits and completing necessary reports and/or documents as needed
12. Maintains and updates records related to ACA compliance and Form 1095 distribution
13. Prepares and distributes legally required benefit notices to eligible individuals (COBRA, Retiree Medical offering, etc.)
14. Compiles benefit related expense or cost information as requested
15. Proactively distributes benefits information to staff, including education as needed
16. Recommends new benefit offerings and/or suggests plan design changes
     

Timekeeping processes

1. Assists supervisors and staff with timekeeping questions, processes, and procedures
2. Updates accrual data (comp time, etc.) and resolves issues related to accurate accrual records
3. Assists other library staff to resolve any timekeeping issues related to processing payroll, as needed
4. May provide training to library staff on their ESS (Employee Self Service) account and timekeeping systems as needed

Other HR Operations

1. Completes various onboarding tasks in preparation for new hires and staff with position changes
2. Prepares monthly and/or annual reports as directed by Human Resource Manager
3. Recommends and handles personnel actions as directed by Human Resource Manager
4. Maintain and update all HRIS data, as required or requested
5. Files workers compensation incident reports or claims as required
6. Responds to Leave of Absence requests and generates timely responses (i.e. FMLA, etc.)
7. Completes various offboarding tasks related to staff departures
8. Assists in the participation of salary and/or benefit surveys
9. Regularly monitors benefit-related personnel policies and practices for compliance with the law
10. May assist with recruitment, performance management, and training tasks or responsibilities
11. Identifies, implements, and maintains HRIS modules and processes as appropriate
12. Assists in FOIA responses regarding personnel as directed by HR Manager
13. Participates in HR projects or library-wide groups as assigned
14. Performs HR audits when requested

Other

1. Attends appropriate meetings, workshops and seminars
2. Serves on committees as assigned
3. Other duties as assigned

Qualifications

EDUCATION, TRAINING, AND EXPERIENCE

Bachelor’s degree (or equivalent education and work experience).  Minimum of 3 years of experience in human resources management and employee benefits required.  Prior HRIS experience required (Paycom experience desirable).

KNOWLEDGE, SKILLS & WORKING CONDITIONS

Skills & Ability

• Ability to access, input, and retrieve data from the computer
• Ability to maintain confidentiality and to act in a discretionary manner
• Ability to multi-task in a deadline-driven environment 
• Ability to perform detailed work and calculations accurately
• Ability to manage time management skills 
• Ability to solve problems and apply critical thinking skills
• Knowledge of employee benefit rules and guidelines
• Knowledge of legislation and best practices related to employment
• Knowledge of HRIS processes and system impacts 
   

Behavioral Skills

1. Attention to Detail. Able to follow detailed procedures and ensure accuracy in documentation and data; concentrate on routine work details and organize and maintain a system of records.
2. Communication. Able to clearly present information through the spoken or written word; read and interpret complex information; talk with customers or clients; listen well.
3. Customer Focus. Able to demonstrate a high level of service delivery; do what is necessary to ensure internal and external customer satisfaction; deal with service failures and prioritize customer needs.
4. Initiative. Able to bring about great results from ordinary circumstances; prepare for problems or opportunities in advance; transform leads into productive business outcomes; undertake additional responsibilities and respond to situations as they arise without supervision. 
5. Planning, Prioritizing, & Goal Setting. Able to prepare for emerging customer needs; manage multiple projects; determine project urgency in a meaningful and practical way; use goals to guide actions and create detailed action plans; organize and schedule people and tasks. 
6. Policies, Process, & Procedures. Able to act in accordance with established guidelines; follow standard procedures in crisis situations; communicate and enforce organizational policies and procedures; recognize and constructively conform to unwritten rules or practices.  
7. Supporting Diversity, Equity, and Inclusion. Able to adapt behavior to others' styles; interact effectively with people who have different values, cultures, or backgrounds; optimize the benefits of having a diverse, inclusive, and equitable workforce.
8. Teamwork. Able to share due credit with coworkers; display enthusiasm and promote a friendly group working environment; work closely with other departments as necessary; support group decisions and solicit opinions from coworkers; display team spirit.  

Salary : $21 - $24