Administrative Assistant II: Open To All Internal Members Of 1162 Unions

Job Description:

Position: Administrative Assistant II

Location: Human Resources

Date Opened: March 18, 2024

Date Closed: March 22,2024

Position Type: Benefited, Fulltime, Union

Salary: $47,026-$60,316 ( 7 steps)

Essential Duties and Responsibilities:

Participates in onboarding of new employees by providing in depth explanations of 3 health insurance options, dental option and basic and optional life insurance options and information about voluntary benefits offered by City. Follows up with new employees by proceeding with enrollment (or waiver of enrollment) process and validates required enrollment documentation; educates new benefit enrollees about deductions and calculates initial premium payments due Enters detailed enrollment data into online health provider portals and Munis HRIS system.

Oversees changes in benefits resulting from terminations and resignations, including analyzing detailed payroll history in Munis; calculating cancellation dates for insurance coverage; explaining COBRA process to employees; preparing all necessary coverage termination forms; and processing coverage modifications through insurance provider's online portal.

Oversees overall COBRA process by monitoring employee eligibility, preparing enrollment applications, processing enrollments through provider online portal, actively managing and calculating receipts of COBRA payments, entering payments into spreadsheets on a daily basis, creating weekly Munis record, conducting preliminary internal audit, and transmitting checks and supporting documents to Treasurer's office on weekly basis.

Reviews reports from health insurance providers listing dependents no longer eligible for family health insurance; sends COBRA letters to newly ineligible dependents; ensures accuracy of changes in policy coverage resulting from removal of dependents; adjusts insurance deduction amounts in Munis; prepares all application materials.

Liaisons with employees on unpaid leave of absence status regarding direct payment of health and dental insurance premiums by corresponding with employees, monitoring and verifying receipt of payments.

Assists with creating reports and spreadsheets to track Equal Employment Opportunity (EEO) data for city employees and applicants. Maintains/orders office supply inventory to ensure adequate quantity of material is available for career/job fairs. Creates and processes purchase orders, check requests, and journal transfers as needed for DEI-related purchases and/or reimbursements.

Responsible for frequent communications with employees, verification of back up documents, updating of data and changing of deduction codes in Munis HRIS system and insurance providers' portals resulting from alterations in payroll cycles; new names and addresses; changes in employee insurance coverage resulting from births, deaths, marriages and divorce

Calculates amounts of refunds due employees resulting from changes in insurance coverage (e.g., enrollment in Medicare) and prioritizes communication with City and School payroll departments and employees regarding refund process.

Receives weekly and biweekly checks from City and School payroll; conducts initial internal audit; enters payroll data into Munis. Presents necessary information and documentation to Treasurer's Office.

Provides excellent customer service via phone, email or in-person.

Requirements:

Preferred Education and Experience:

Associates Degree in an administrative field; a minimum of three (3) to five (5) years of office work experience; or any equivalent combination of education, training and experience which provides the required knowledge, skills and abilities to perform the essential functions of the job.

Special Requirements: As a condition of employment, the employee is required to be CORI certified.

Knowledge: Basic knowledge of office operations and laws and regulations pertinent to the position's functions. Working knowledge of office, HRIS and financial software, the Internet and web site technology in support of department operations.

Abilities: Ability to interact effectively and professionally with the public and other personnel, prioritize and perform multiple tasks in an organized manner in a fast-paced environment, ,maintain confidential information; ability to acquire knowledge of benefits administration and other HR functions..

Skills: Proficient computer skills, mathematical skills, analytical and recordkeeping skills, written and oral communication skills; strong customer service skills.

Physical Demands: 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 position's essential functions.

Additional Information:

The City of Brockton provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, gender, gender identity or expression, age, sexual orientation, national origin, ancestry, disability, military status, genetic information, pregnancy or a pregnancy-related condition, or membership in any other protected class. The City of Brockton complies with all applicable federal, state and local laws governing nondiscrimination in employment in all locations in which the City operates. This policy applies to all terms and conditions of employment.

As a condition of employment, the City of Brockton will conduct a MA Criminal Offender Record Information (CORI) check once an offer has been accepted.

If you have Diversity or Equal Opportunity questions or need a reasonable accommodation, please contact the HR Department at 508-580-7820.

Section 2-110 of the Revised Ordinances of the City of Brockton mandates that employees establish residency within the City within one year of hire.

Application Instructions:

To be considered for this position, please click the