Administrative Assistant - Human Resources Generalist

Position Purpose:

This position provides professional and administrative clerical support related to the daily operations of the Human Resources department, which includes but not limited to reception, customer service, and assisting with personnel initiatives such as: recruitment/selection, orientation/onboarding, benefits, file management, state and federal law compliance, and other general Human Resources functions. Performs all other projects as assigned by the Human Resources Director.

Essential Functions:

(The essential functions or duties listed below are intended only as illustrations of the diverse types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.)

§ Provides exceptional customer service handling in-person, phone, and email inquiries from employees, retirees, and the general public pertaining to the Human Resources Department.

§ Assists with recruitment efforts by posting job openings both internally and externally, processing applications in applicant tracking system, corresponds with applicants, scheduling interviews with hiring panel and candidates, communicates with candidates not selected.

§ Responsible for maintaining the Human Resource’s webpage on the Town’s website.

§ Assists with review of personnel action forms from all Town departments and Northern Middlesex Regional Emergency Communication Center (NMRECC) and ensures accuracy. Processes personnel action forms for employees that fall within the Town Manager’s oversight.

§ Prepares orientation packets and assists with orientation/onboarding sessions for new employees.

§ Provides employees with information and education on all benefits options available to them (such as Medical, Dental, Life Insurance, FSA, Aflac, Retirement Board, 457 Plans and EAP benefits. Processes all new hire forms with appropriate departments, agencies, and organizations.

§ Assists with all aspects of medical and dental plans for the Town, School Department and NMRECC, including processing benefit applications, changes, open enrollments and assists with FMLA leave requests.

§ Provides notification to active employees and retirees approaching age 65, regarding the need to contact Social Security to add Medicare benefits.

§ Provides notification to all medical/dental subscribers whose dependents will turn age 26 and lose coverage and assist with any Cobra elections.

§ Assists with occupational injury claims by maintaining filing for occupational injury files including updating files with doctor’s notes and pertinent information relating to each claim.

§ Processes all Human Resources accounts payable invoices for both the Town and NMRECC to include but not limited to health, dental, vision, life insurance, Medicare, Worker’s Compensation, voluntary benefits billing to ensure the bills are accurate prior to processing for payment on weekly warrants. Follows up on any discrepancies.

§ Processes all direct payment checks for COBRA, retiree benefits and surviving spouse benefits.

§ Assists with making changes to the Munis system to include accrual corrections and address/phone number updates.

§ Assists with all aspects of the Senior/Veterans Tax Work Off Program including accepting/tracking applications and tracking and reporting time to the Treasurer’s office.

§ Responsible for all filing and document storage including scanning invoices, files, and other materials to include vault storage and oversees document destruction based on the MA Public Records Retention Schedule. Perform file audits to ensure required files and records collected and maintained are accurate.

§ Responsible for cyclical mailings to retirees and surviving spouses for premium rate changes.

§ Assists with special projects and prepares reports and spreadsheets as requested by the Human Resources Director.

§ Assists front office staff with phones and counter service when necessary.

§ Performs similar or related work as required, directed or as situation dictates.

Recommended Minimum Qualifications:

Education, Training and Experience:

High school diploma plus a minimum or 2-3 years related clerical/administrative experience within a municipal human resources department; or any equivalent combination of education and experience.

Knowledge, Ability and Skill:

Knowledge: Knowledge of general office practices and procedures; knowledge of Human Resources operations areas such as benefits, recruitment, onboarding, and payroll. Familiarity with state and federal labor and employment laws.

Ability: Ability to maintain effective working relationships with others. Must be accurate, thorough, and well organized in working with detailed information; takes initiative to assure timely compliance with deadlines and the resolution of pending matters. Ability to maintain tact and discretion in challenging situations and interactions with employees. Must be reliable, committed, and able to perform duties. Maintain strict confidentiality and protection of sensitive information as well as exercising sound judgement. Communicate effectively in writing and verbally.

Skill: Strong organizational and interpersonal skills. Outstanding customer service and communication skills. Proficient use of computers, office automation, and other department specific computer applications, skill in MUNIS software and Microsoft Office products.

Physical Requirements:

(The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)

Regularly required to walk, stand, sit, talk, and hear; operate objects, tools, or controls; pick up paper, files, and other common office objects. Ability to view computer screens and work with details for extended periods of time. May move objects weighing up to 25 pounds. Must be able to communicate clearly both orally and in writing.

Supervision:

Supervision Scope: Performs highly responsible work of a complex nature which involves the exercise of independent judgment, time management, and initiative in managing the administration of the department’s information systems in the development and delivery of services to meet department needs.

Supervision Received: Work is performed under the direction of the Human Resources Director.

Supervision Given: None.

Job Environment:

§ Work is performed under typical busy office conditions; the noise level is moderate; occasionally may be required to work outside of normal business hours.

§ Operates computer, telephone, facsimile machine, copier, calculator, cameras, and other standard office equipment.

§ Employee has frequent contact with the general public, town and school personnel, retirees, vendors, and agencies at the local and state levels. Contacts are in person, by telephone, and by email and involve an information exchange dialogue.

§ Has access to all department-related confidential information, including personnel records, and health information.

§ Errors could result in delays and reduction in the level of service and have legal and/or financial repercussions for the Town.

(This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.)

Job Type: Full-time

Pay: $52,864.27 - $66,025.60 per year

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• Day shift

Experience:

• Office: 3 years (Required)
• Human resources: 2 years (Required)

Work Location: In person

Salary : $52,864 - $66,026