SUMMARY
Position is responsible for providing essential administrative support to the HR (Human Resources) Department, with a primary focus on assisting with accurate and efficient benefits administration for municipal employees; plays a key role in maintaining records, assisting with employee inquiries, and helping to manage various HR processes.
SUPERVISON RECEIVED
Under general direction, employee plans and prioritizes the work independently, in accordance with standard practices and previous training. Employee is expected to solve most problems of detail or unusual situations by adapting methods or interpreting instructions accordingly. Instructions for new assignments or special projects usually consist of statements of desired objectives, deadlines and priorities. Technical and policy problems or changes in procedures are discussed with supervisor.
ESSENTIAL FUNCTIONS
The essential functions or duties listed below are intended only as illustrations of the various 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.
· Greets and assists internal and external customers in-person, over the phone, and electronically (email & video) in a courteous and professional manner. Provides information and assistance to employees regarding benefits, policies, and procedures. Guides customers to appropriate resources and directs complex questions to HR Director or management.
· Assists in the processing of payroll, including payroll adjustments, and accruals.
· Assists in benefits administration, including enrollment, changes, and communications. Acts as a liaison between the Town and external benefits providers and vendors.
· Inputs and updates employee data in HRIS (Human Resources Information System) and payroll software; assists in generating reports as needed.
· Organizes, maintains, and produces accurate physical and digital HR records and files, ensuring compliance with record retention policies. Performs periodic audits of files and records to ensure that all required documents are collected and filed appropriately.
· Assists with job postings, application processing, and scheduling interviews.
· Assists in onboarding and offboarding of employees, including paperwork, orientations, and notifications and exit interviews.
· Prepares and submits First Reports of Injury to Town’s Workers’ Compensation carrier. Coordinates with employees, managers, and insurance carrier to gather necessary details for workplace injury claims.
· Assists employees with FMLA process including eligibility verification, distribution of required notices, tracking leave usage and maintaining confidential records.
· Participates in HR projects and initiatives as directed by the HR Director or Town Manager.
· Assists in the preparation of collective bargaining negotiation materials, including proposals, presentations, and documents. Maintains accurate records of negotiation proceedings, decisions, and agreements.
· Assists with planning, resourcing, and execution of special activities and events, such as: benefits enrollment, Department Head & organizational-wide meetings, employee recognition events, holiday parties, and retirement celebrations.
· Prepares and distributes correspondence, reports, and other HR-related documents, as necessary.
· Ensures compliance with Town & HR policies and procedures.
· Maintains confidentiality of sensitive employee information.
· Performs other related job duties as required.
RECOMMENDED MINIMUM QUALIFICATIONS
Education, Training and Experience:
High School diploma or equivalent, and 2 to 3 years of related experience; or any equivalent combination of education, training, certification, and experience. Coursework or training in human resources, payroll, and benefits preferred.
JUDGMENT AND COMPLEXITY: The work requires examining, analyzing, and evaluating facts and circumstances surrounding individual problems, situations, or transactions and determining actions to be taken within the limits of standard or accepted practices. Guidelines include a large body of policies, practices, regulations, and precedents, which may be complex. Judgment is used in analyzing specific situations to determine appropriate actions. Requires understanding, interpreting, and applying federal, state, and local regulations.
NATURE AND PURPOSE OF CONTACTS: Relationships are primarily with co-workers, vendors, and the public, involving frequent explanation, discussion, or interpretation of practices, procedures, regulations, or guidelines in order to render service, plan or coordinate work efforts, or resolve operating problems. Other regular contacts are with service recipients and employees of outside organizations. More than ordinary courtesy, tact, and diplomacy may be required to resolve complaints, interact with challenging personalities, and/or effectively navigate difficult circumstances.
CONFIDENTIALITY: Employee has regular access at the departmental level to a wide variety of confidential information, including personnel, medical, collective bargaining, and lawsuit records and strategy.
Knowledge, Abilities and Skills:
Knowledge: Working knowledge of administrative practices and procedures, generally accepted human resources, payroll, and benefits principles, and applicable state, and federal laws/regulations. Considerable knowledge of Microsoft Excel, Outlook, Word, social media, and website technology.
Abilities: Ability to demonstrate history suitable for the position via background and criminal records checks. Superior ability to multi-task with accuracy and attention to detail, meet deadlines, resolve problems effectively, and work independently under pressure. Ability to communicate effectively both orally and in writing, respond in a courteous and professional manner, apply tact and discretion, resolve conflict, and remain calm in addressing problems and emergencies. Ability to maintain effective collaborative working relationships with Town employees, officials, government agencies, and the general public. Ability to maintain, manage, and organize records and confidential information. Ability to produce, organize, and retain complex, sensitive, and confidential information and records.
Skills: Strong problem-solving, analytical, organizational, time management, business writing, and interpersonal skills. Excellent data processing skills. Proficient in learning and using payroll and benefits management, human resources information systems, website, and other applicable software applications.
WORK ENVIRONMENT
The majority of work is performed in an office setting.
PHYSICAL, MOTOR, AND VISUAL SKILLS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential function of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Physical Skills: Minimal physical demands are required to perform most of the work. The work principally involves sitting, with intermittent periods of stooping, walking, and standing. May be required to lift objects such as files, boxes of papers, office supplies, and office equipment.
Motor Skills: Duties require motor skills for activities such as moving objects and using office equipment, including but not limited to telephones, personal computers, handheld technology, and other office equipment.
Visual Skills: Visual demands require routinely reading documents for general understanding and analytical purposes. Frequent computer use.
DISCLAIMER
The duties listed above are intended only as illustrations of the various 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.
The Town of Old Orchard Beach is an Equal Opportunity Employer. Applicants and employees with disabilities, as defined under the Americans with Disabilities Act, must be able to perform the essential job functions with or without reasonable accommodation.
Pay: $34.28 - $39.43 per hour
Benefits:
- Dental insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Application Question(s):
- Do you have experience in human resources, payroll and/or benefits?
Work Location: In person
