Description

Summary

The Benefits Administrative Assistant is responsible for the coordination of all functions related to employee health and welfare benefits, voluntary benefits, employee leave of absences, separations, offboarding, workers compensation, and unemployment compensation.  Under these responsibilities, this position serves as the point of contact for employees and third party benefit representatives. This is a detail-oriented position, requiring task performance with a high degree of accuracy and strict adherence to the highest standards of confidentiality. 

How to Apply

Please visit https://www.applitrack.com/mtlsd/onlineapp/ and select the Benefits Administrative Assistant and select the APPLY red button (right hand corner). If you do not have a username and password, you will create one and complete and online profile through our AppliTrack system and submit.

Essential Functions

Employee Leave Management

• Maintains expert knowledge of all employee leave options in accordance with district collective bargaining agreements, individual employee contracts, and local, state and federal laws. Provides information and counsels employees and district management as needed.
• Evaluates leave requests, completes and communicates determination of eligibility and assists with the School Board approval process.  
  Distributes, collects, reviews, approves, and files applicable forms related to employee leaves.
• Coordinates leave start and end dates with employees and collaborates with the Human Resources Secretary to ensure accurate absence tracking through software systems.
• Processes all earnings adjustments for payroll and communicates adjustments to employees.
• Communicates with employees on leave regarding status, extensions, and return from leave eligibility.
• Distributes, collects, and shares responses to the Child Care Leave Survey with authorized personnel.
• Coordinates the return from leave process to reinstate employees, including salary, paid time off, and benefit prorations, and internal staff notifications.
• Ensures compliance with HIPAA regulations and confidentiality protocols.

Retirement / Resignation / Offboarding Management: 

• Maintains expert knowledge of resignation and retirement benefits for all employee groups in accordance with collective bargaining agreements and individual employee contracts. 
• Processes determination of benefits at retirement and communicates and counsels employees as requested.
• Processes and communicates separations, including: retirement/resignation acknowledgement memos, School Board Personnel Reporting, Board approval notifications, and internal termination notifications.
• Calculates and communicates balance of contract at separation with employee and Payroll Office. 
• Distributes and collects exit surveys.
• Enters and completes all offboarding data and updates in the HRIS.  

District Benefits Management

• Coordinates all functions related to health, dental, vision, life, long-term disability, voluntary insurance products, and flexible spending accounts (FSA).
• Calculates premium share contributions for both active and retired employees.
• Coordinates the annual open enrollment project to include announcements, consultation scheduling, room reservations, technology access, and follow-up as needed. Assists Payroll Office as needed with reports for third party administrators. 
• Ensures compliance and processes and approves all insurance enrollments, additions, changes, and  terminations, and coordinates such with third party administrators and communicates to the Payroll Office.  
• Offers the health insurance cash option as an alternative to employer insurance as per the collective bargaining agreements, enrolls employees in accordance with terms, and ensures payments semi-annually.
• Ensures new plan services and changes to insurance are updated on the MTLSD homepage; shares information to employees about resources available based on their individual needs.
• Researches and resolves discrepancies between bargaining unit agreements and benefit policies.
• Advises employees of resources available based on their individual needs.
• Composes letters to employees to confirm status of insurance for third party requests.
• Provides status of insurance and premium contributions as requested to PA Department of Human Services for staff members who receive benefits from the HIPP program.
• Provides information regarding staff members’ insurance status to Medicare as requested.
• Processes employer’s portion of long term and short term disability claims and assists employees as needed with short term and long term disability claim submissions.
• Completes the PSERS annual confirmation of premium assistance and supports Payroll Office as needed with PSERS reporting.
• Process invoices and accounts payable requests for administrative memberships. 
• Submits documentation for end of year Safety Committee recertification for worker’s compensation discount to the PA DOL.
• Analyzes and processes administrator longevity bonus as per Act 93 to the Payroll Office.
• Analyzes, processes and ensures accuracy of vacation rollover allotments per employee collective bargaining agreements or work groups by maintaining tracking sheets accordingly.
• Analyzes, processes and ensures accuracy of absence rollover report in ProSoft and collaborates with Human Resources Secretary on adjustments, as needed.
• Analyzes, processes and ensures accuracy of unused vacation day buyback allotments and provides reports to the Payroll Office.
• Sends the survey to professional staff to calculate compensatory time conversion per the collective bargaining agreement and collaborates with the Human Resources Secretary on adjustments, as needed.

Workers Compensation Management

• Reports claims online and follows up with employees.  
• Partners with the District’s Workers’ Compensation insurer to identify work related injury trends and root cause analysis.
• Assists with risk control and experience modifier control.
• Serves as Chair for the MTLSD Employee Safety Committee.

Unemployment Compensation Processing

• Processes all unemployment claims in accordance with filing deadlines.
• Responds to and resolves all unemployment inquiries.
• Responds to and complete verification of employment requests.

Affordable Care Act Compliance

• Ensures insurance premiums are updated on the insurance coverage worksheet.
• Ensures benefits offered to employees if they change employment status to comply with ACA.
• Makes offers of coverage to all variable hour and per-diem employees.
• Completes enrollments in insurance programs as requested.
• Maintains records and uses HRIS customized logs to identify required reporting on the 1095C IRS forms.
• Prepares and submits the District ACA 1095C reporting data to third party administrators for completion of IRS requirements.

Other

• Perform other duties as assigned by the Director of Operations or their designee. 

Requirements

• Bachelor’s Degree preferred, or equivalent combination of education, training, and experience with respect to human resources, business, insurance claims administration, payroll, risk management, or related field. 
• Minimum 2 years of progressively responsible experience in human resources and employee benefits management.
  3-5 years of demonstrated clerical or office support experience and personal characteristics that reflect excellent record keeping and secretarial skills, organizational ability, broad knowledge of administrative functions, and personal relations skills.
• Advanced proficiency in computer software programs and spreadsheet development.
• Knowledge of Google Suite preferred.
• Knowledge of ProSoft HRIS preferred.
• HRCI or SHRM certification as a generalist preferred.  
• Experience working in a highly confidential office setting and/or in the school environment preferred.