Administrative Assistant II

Job Description:

SALARY: $48,208 - $63,688 / annually

Commensurate with experience. Step Salary System to be awarded annually on the anniversary date of hire and would typically start at Step 1. Please note the salary range indicated is firm.

Bargaining Unit: BCHASA
To view the respective collective bargaining agreement please click here.

REPORTS TO: Director of Human Resources

SUPERVISORY RESPONSIBILITY: N/A

ESSENTIAL FUNCTIONS:


The Administrative Assistant II must have expertise in managing active employee health benefits, enrollment, and vendor liaison, specializing in ensuring HIPAA compliance and accurate data entry. Proven ability to support HR departments by streamlining benefits processes, resolving employee inquiries, and facilitating annual open enrollment, reducing errors and improving employee satisfaction.


The essential functions or duties listed below are illustrations of the various types of work 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.

• 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.
• Perform other duties as required by the Director or designee

Requirements:

QUALIFICATIONS REQUIRED AT HIRE:

Associates Degree in an administrative field; a minimum of three (3) to five (5) years of office work experience in Human Resources/Benefits Administration; 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.

KNOWLEDGE, SKILLS, AND ABILITIES:

• 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.
• 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;
• Knowledge of benefits administration (health insurance, life insurance, COBRA, etc).
• Proficient computer skills, mathematical skills, analytical and recordkeeping skills, written and oral communication skills; strong customer service skills.
• Ability to support and create a welcoming culture of diversity, equity and inclusion amongst diverse audiences, including department staff, elected officials, and the public.
• Ability to work in a team environment

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:

Comprehensive Benefits

When you embark on a career with the City of Brockton, you are offered an outstanding suite of employee benefits that add to the overall value of your compensation package. We take pride in providing a work experience that supports you, your loved ones, and your future. Want the specifics? Explore our Employee Benefits

An Equal Opportunity / Affirmative Action Employer. Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply.

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 or any other basis covered by appropriate law.

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. We encourage individuals who believe they have the skills necessary to thrive to apply for this role.

If you have Diversity, Affirmative Action or Equal Employment Opportunity questions or need a Reasonable Accommodation, please contact Diversity Officer / ADA Coordinator, Eisha George, Manager of Diversity, Equity and Inclusion, at View phone number on click.appcast.io.


As a condition of employment, the City of Brockton will conduct a comprehensive background check review which includes a Criminal Offender Record Information (CORI) and Sex Offender Registry Information (SORI), once an offer has been accepted.


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 APPLY NOW button and follow the STEPS.

Please upload Resume and Cover Letter to be considered.