Administrative Support Specialist-Benefits and Leave Administration

Overview

As the Administrative Support Specialist – Benefits & Leave Administration, you will provide specialized support and coordination to the Benefits & Leave Administrators in employee benefit programs and leave management processes.  You will also serve as a key point of contact for employees, addressing inquiries, and resolving issues related to benefits and leave through tracking leave hours, timelines, and notices.  You will process new hire benefits enrollments and enter and track information in the HR information system and benefits vendor systems.  You will also support the Administrators with major projects, such as annual open enrollment and changes to benefits offerings.

Essential Duties

• Monitor the Benefits & Leave email inbox and respond to inquiries.  Generate and issue notifications for leaves of absence, meeting state and federal notice requirements and timelines.  Track due dates for employees to submit leave documents.  Send reminders as needed.
• Track the number of leave hours available, based on the specific type of leave that is being requested or used.  Monitor remaining available leave hours, alert Administrators when leaves are approaching expiration and sending employees notices.
• Create and maintain employee benefit records to track new hire and status changes: benefits enrollment, including due dates, documents required, and date received.  Assist with processing open enrollment changes and mid-year special open enrollment changes. Responsible for arranging premium payments with employees while they are out on a leave of absence.
• Enter benefits enrollment information in appropriate systems, including HRIS (PeopleSoft), Health Care Authority, Dept. of Retirement Systems, and benefits vendors. 
• Conduct system audits and prepare reports that ensure accuracy and integrity of the benefits, leave and absence records and data. Document benefits and leave administration processes and standard operating procedures.
• Support major projects related to changes in benefits offerings, leave rules, and specific notifications to employee groups.  Create meeting agendas, arrange meeting space, and coordinate logistics.  Track team project deliverables and timelines.
• Monitor State and Federal regulations relevant to leave and benefits.  Make recommendations to internal partners on how to respond to new laws/regulations.
• Manage as a liaison all coordination and work product with Brokers and Vendors; this includes Benefits Guides, communication materials, benefit orientation and Open enrollment materials.
• Perform other duties of a similar nature or level.

Requirements

Minimum Qualifications

• Three years of general administrative experience working with sensitive and confidential information.  An Associate degree in office administration, business administration, or a related field may substitute for two years of experience.  An internship in human resources or benefits administration may substitute for one year of experience.
• A year of experience in a benefit and/or leave administration, or employee service role.

An equivalent combination of education and experience to successfully perform the job duties is also accepted.

Knowledge Requirements

• Federal, State, and Local regulations governing benefits and how various laws intersect (e.g.: HIPAA, ADA, and ADAA)
• HRIS and HRMS tools, such as PeopleSoft
• General office procedures, practices, and etiquette
• Grammar, spelling and punctuation rules
• Customer service practices
• Data and record management
• Procedures for maintaining confidentiality of sensitive and protected personal information

Skill Requirements

• Fostering an inclusive workplace by valuing and leveraging diversity, equity, and inclusion to uphold Community Transit’s Core Values and achieve the organization’s vision and mission. Inspiring and fostering team commitment, pride, and trust. Facilitating cooperation and motivating team members to accomplish group goals while treating others with courtesy, sensitivity, and respect.
• Demonstrated skill using office applications such as Microsoft Office Word, Excel, PowerPoint, or similar programs.
• Strong written and verbal communication
• Time management, managing multiple tasks, and adjusting to changing priorities
• Exercising good judgment to discern when to take issues to a higher level for guidance or resolution
• Taking and transcribing meeting notes
• Continuous learning

Preferred Skills and Knowledge

• Experience working in the public sector or the transportation industry
• Knowledge of various types of leaves and benefit plans.

Working Conditions

Hybrid telework is available, typically 3 days on site, 2 days remote (if requested).  Work is performed in an office environment and requires the use of office equipment and technology.  You will be required to move throughout and between different office buildings and may need to complete tasks in noisy environments. You may also be required to lift and carry materials up to 10 pounds occasionally. 

Employee Benefits Non-Exempt

• Employees (and their families) are covered by medical, dental, vision, basic life and disability insurance.
• Employees participate in the Public Employees Retirement System (PERS) and have the option to enroll in the agency’s deferred compensation plan. 
• In addition to WA Paid Sick Leave, employees in this position, accrue nineteen (19) days of Paid Time Off (152 hours) in their first year and receive ten (10) paid holidays throughout the calendar year.
• Full list of all benefits and details can be found here.

If you are related to or share the same living quarters of a current Community Transit employee, please let your Human Resources Recruiter know as your eligibility for this position will be affected.

Community Transit provides a tobacco-free and drug-free work environment.  As a recipient of federal funds, Community Transit is an Equal Opportunity Employer and does not unlawfully discriminate on a basis prohibited by Federal, State or Local law.  We value and encourage diversity in our workforce.  EOE AA M/F/Vet/Disability.  Qualified applicants will receive consideration for employment without regard to their race, color, religion, national origin, sex, protected veteran status or disability.