Human Resources Project Manager 1.0 FTE Full Time Central Office

Under the direction of the Executive Director of Human Resources, this position performs a
variety of analytical and technical duties in support of assigned Human Resources functions;
manages and administers the district’s employee benefits programs, playing a crucial part in
ensuring the smooth operation of benefits administration; provides support to employees;
ensures compliance with applicable laws and regulations; supports a variety of employee
retention initiatives; oversees department websites and ensures accuracy of content and
updates. The Human Resource Project Manager is customer service oriented and responsive
to the needs of past, present, and future PPS team members and works with a focus on
collaboration, transparency, and consistent cross-departmental communication.
This is a full time, year round position.

DUTIES AND RESPONSIBILITIES: ? Assist in the development and implementation of benefits policies, procedures, and
guidelines and ensures all HR personnel are regularly updated

•  Collaborate with HR team members on various projects and initiatives as assigned
• Oversee and reconcile benefits billing to include entering billing for Anthem, Delta?
  Dental, Kelly Benefits, Mission Square and other applicable plans
•  Set up voluntary retirement account such as Mission Square and other applicable plans
• Monitor all employee transfers and related processes
• Communicate benefits changes - including rates - to employees and finance
  department
•  Set up applicable benefits changes in HR/Finance systems such as ADP
•  Manage sick bank enrollment and process approvals for use
•  Process open enrollment changes
•  Maintain HR and Benefits websites, updating when applicable
• Serve as “reports to” for employees’ on leaves of absence and monitor applicable data
• Maintain and monitor sabbatical process
•  Oversee new system set up and current system updates (MUNIS, ADP, etc.)
•  Monitor job descriptions, ensuring consistency, managing filing and website visibility,
  updating as necessary, and working with MainePERS regarding eligibility for
  retirement programs
•  Run reports as needed for internal and external requirements
  Compose, prepare, type and distribute correspondence, forms, records and other
  assigned personnel reports; review materials for compliance with District policies and
  other applicable rules and regulations; maintain personnel files
• Maintain detailed permanent records on assigned employee groups including name
  and address changes, job location, job assignment, grade, step and lane, professional
  growth, salary and additional salary compensation; compute and determine proper
  salary placements; generate related reports and analyze data; receive and process
  transfer requests; notify payroll and accounting of pertinent information
• Work with the Executive Director of Human Resources and district staff in the
  creation, implementation, maintenance, and training of updated programs and
  processes to include human resources management systems, digital systems for
  conducting the hiring, processing, and personnel file maintenance for all employees,
  and other technology-based support modules
•  Operate a variety of office equipment including a computer and other standard office
  equipment; utilize assigned human resources software system to input and extract
  data related to employees
•  Participate in meetings, workshops, and seminars as assigned for the purpose of
  conveying and/or gathering information required to perform functions
•  Coordinate and maintain various departmental, legal, and employee files
• Process terminations in and enrollments in benefit platforms – including those that
  are retired, on leave of absence and have left employment
•  Review, process, and maintain Workers Comp claims
• Administer employee benefits programs, including health insurance, retirement plans,
  leave policies, and other employee benefits
• Oversee the processing of employee benefit changes, terminations, and life events,
  ensuring accurate and timely updates to employee records and benefits systems
•  Ensure compliance with applicable laws and regulations, such as ERISA, ACA, HIPAA,
  and COBRA, by maintaining accurate records, preparing required reports, and
  providing necessary notifications
• Manage the administration of leaves of absence, including FMLA, disability, and other
  applicable leave programs
• Collaborate with payroll and HRIS teams to ensure accurate and timely processing of
  benefits-related data and deductions
• Stay updated on industry trends, best practices, and changes in benefits regulations,
  and make recommendations for program enhancements or adjustments
•  Participate in benefits-related audits and compliance reviews
• Oversee monthly taxable income reporting and processing
•  Maintain OSHA log and conduct annual reporting
•  Track NBTC eligible employees, maintains current certifications, reports to the state,
• requests payments for each individual employee; identifies mentors and processes
  payments
• Support the processing and tracking of individual benefit paperwork
•  Support HR Analysts confirm correct plans for new employees and transfers
•  Monitor, report, and track retirement paperwork for new positions
•  Process 403b/457 annual notices, maintain forms, set up deductions in system and
  maintain/send out annual notices
• Process and monitor long term disability claims
• Maintain, track, and review list of one year only employees, ensuring appropriate steps
  are taken at end of contract
• Support Board member onboarding and benefits where applicable, working with the
  City of Portland
•  Track and report COVID leave to include collecting documentation, tracking days
  used, communicating with Payroll, etc.
•  Manage ADA review and accommodation process
•  Manage process for transfer of sick time accruals
•  Manage and maintain first reports of injury, ensuring reporting is done accurately and
  timely. Directing next steps when needed and tracking for OSHA when needed.
• Oversee COBRA Processing through support of Personnel Coordinator
• Oversee and manage all MainePers reporting - position changes, group life insurance,
  retirements, resignations, vacation and sick accrual reporting, enrollments, etc.
• Create tracking system and process benefits in arrears
• Monitor Discretionary Days and create, analyze, and process certificates
• Conduct annual and ongoing dues entry for bargaining units
•  Maintain I-9 data, ensuring appropriate filing, support of audits, and maintenance of
  files according to applicable guidelines
• Conduct annual review of salary increases, including supporting the update of
  information in databases such as ADP and NEO
• Support creation and delivery of annual contract letters, letters of reasonable?
  assurance , etc.
• Adhere to employment laws and regulations for the purpose of maintaining?
  compliance with current legal requirements.
• Communicate and coordinate with the Maine Department of Education and other?
  external agencies to ensure compliance
• Oversee creation and maintenance of digital personnel files
•  Perform a variety of essential record keeping duties, including creation and
  maintenance of seniority lists and EEOC reporting
• Act as liaison to Maine Department of Education on credentialing, certification and
  licensing issues as well as related retirement program eligibility
• Advise employees regarding HR programs, practices, and procedures - regularly called
  upon to interpret and implement collective bargaining agreements
• Maintain good relations with internal customers and constantly respond to a variety of
  employment and benefits questions
•  Work directly with staff, site administrators, district administrators and outside
  agencies
• Provide assistance to the public; screen visitors and phone calls; take and relay
  messages as appropriate
• Perform a variety of technical duties and provide assistance to prospective and current
  personnel
• Resolve personnel-related issues and concerns with discretion and confidentiality
• Refer difficult or sensitive issues to supervisor as needed.
• Oversee development of applicable SOP documents and ensure website uploads
• Manage and obtain retirement gifts, employee appreciation gifts, 5-10-15, etc. year
  pins/gifts/certificates
• Manage stipends for HR related positions such as mentor teachers, etc.
• Support Personnel Coordinator with course reimbursements and related course
  management
• Process employee retirement and leave of absence to retirement to include answering
  nquiries, holding planning meetings, and directing and helping with all paperwork
  related to the process
• Maintain confidentiality and handle sensitive employee information with discretion
  and professionalism
•  Collaborate with benefits providers, brokers, and vendors to ensure effective delivery of
  benefits services and resolve any issues or discrepancies
• Coordinate open enrollment activities, including communication, education, and
  system updates
• Prepare Service Tickets for new employees?
  • OTHER DUTIES: 
•  Performs other duties and related tasks as assigned. 

This is a non-represented salaried position with a projected
annual salary of $80,000-$95,000.
EDUCATION, TRAINING, AND EXPERIENCE: 

KNOWLEDGE OF: 

• Thorough understanding of employee benefits programs, regulations, and best
• practices.
• Familiarity with applicable laws and regulations, such as ERISA, ACA, HIPAA, and
• COBRA.
•  Knowledge of benefits enrollment systems and HRIS platforms.
•  Understanding of benefits administration processes, including enrollment, changes,
• terminations, and life events.
•  Knowledge of leaves of absence programs, such as FMLA and disability.
•  Understanding of payroll processes and deductions related to employee benefits.
•  Office productivity software, such as Microsoft Office Suite.
•  Workers Compensation laws and tracking
•  I-9’s and certifications processes and maintenance needs
•  HR general experience and knowledge pertaining to onboarding, HR Laws and forms
•  Retirement plan rules and knowledge; MainePERS plan eligibility vs other options
• Experience with benefits enrollment systems and HRIS platforms
•  OSHA reporting and maintenance
•  Benefits maintenance, enrollment and communication with employees
•  HR Personnel Laws
•  Practices and procedures related to personnel.
•  Personnel office functions, practices, policies and procedures.
•  Basic payroll procedures.
•  Diversity, equity and inclusion practices in Human Resources.
•  Applicable laws, codes, rules and regulations.
•  Record-keeping and report preparation techniques.
•  Operation of a computer and assigned software.
•  Correct English usage, grammar, spelling, punctuation and vocabulary.
•  Interpersonal skills using tact, patience and courtesy.

ABILITY TO: 

• Effectively communicate information to employees.
•  Adapt to changing priorities and work in a fast-paced environment.
• Collaborate with internal and external stakeholders, such as benefits providers, brokers, and vendors.
• Perform a variety of technical duties and provide assistance to prospective and current personnel.
• Interpret, apply and explain rules, regulations, policies and procedures related to personnel.
• Prepare and maintain a variety of records, files and reports.
• Answer telephones and greet visitors courteously.
•  Perform clerical duties such as filing, typing and duplicating.
• Type or input data at an acceptable rate of speed.
•  Work and communicate in a multicultural environment.
• Operate a variety of office equipment including a computer and assigned software.
• Determine appropriate action within clearly defined guidelines.
• Communicate effectively both orally and in writing.
• Establish and maintain cooperative and effective working relationships with others.
• Work confidentially with discretion.
• Meet schedules and timelines.

EDUCATION AND EXPERIENCE: 

Any combination equivalent to: five years of increasingly responsible clerical, benefits
administration, or human resources experience involving frequent public contact;
college-level course work in business, human resources or a related field preferred.

•  Bilingual Preferred
• Experience working in multicultural and/or diverse communities or school systems
• Ability to coordinate and collaborate with diverse groups of professionals across multiple departments and organizations to achieve unified, consistent practices
• Highly responsive and oriented towards transparency and proactive, explicit communication.
• Excellent oral and written communication skills, including the ability to work collaboratively with schools/departments
•  English language proficiency required. Multilingual proficiency preferred.
• Professional HR certifications (e.g., CEBS, SHRM-SCP, SPHR) are desirable.

CERTIFICATE AND LICENSE REQUIREMENTS: 

•  Maine State fingerprint (CHRC) authorization 

PHYSICAL DEMANDS: 

•  Light physical effort required 
•  Attendance at evening meetings occasionally required 

WORKING CONDITIONS: 

ENVIRONMENT: 

Office environment. Constant interruptions. 

PHYSICAL DEMANDS: 

Dexterity of hands and fingers to operate a computer keyboard. 

Hearing and speaking to exchange information in person and on the 

telephone. 

Sitting for extended periods of time. 

Seeing to read a variety of materials. 

Bending at the waist, kneeling or crouching to file materials. 

HAZARDS: 

Exposure to typical district/workplace hazards 

OVERTIME ELIGIBLE: No. This is a non-represented salaried position with a projected
annual salary of $80,000-$95,000.

Portland Public Schools is committed to maintaining a work and learning environment free from discrimination on the basis of race, color, religion, national origin, pregnancy, gender, sexual orientation, marital/civil union status, ancestry, place of birth, age, citizenship status, veteran status, political affiliation or disability, as defined and required by state and federal laws. 

Salary : $80,000 - $95,000