Human Resources Specialist (Benefits and Compensation)

POSITION : Human Resources Specialist (Benefits and Compensation)

DIVISION : Administration

DEPARTMENT : Human Resources

UNION / GRADE : Confidential Unit 6 / Grade 9

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BASIC PURPOSE :

Provides professional support to both the Compensation Unit and Benefits / HRIS Unit in the Human Resources Department to ensure accuracy of data in the Human Resources Information System (HRIS).

Generates routine weekly and monthly reports related to employee data, leave management, and benefits administration. Responds to and processes employee name and address changes, qualifying life events, dental enrollments, and requests for personnel forms and job descriptions.

Maintains benefits data in HRIS and tracks employee leaves.

SUPERVISION RECEIVED :

Works under the general supervision of the Manager, Benefits and HRIS and Manager, Compensation. May receive guidance from a Senior Human Resources Analyst.

SUPERVISION EXERCISED :

May supervise administrative staff and interns on projects.

ESSENTIAL DUTIES AND RESPONSIBILITIES :

Compensation

Maintains employee license and certification data in HRIS system. Enters data when employees are hired or promoted. Generates monthly reports to track license / certification expirations and renewals.

Distributes reports to departments and notifies Manager, Compensation of license expirations. Enters and maintains employee driver's license data.

Reviews daily alerts from the Registry of Motor Vehicles and notifies Manager, Compensation of expired or suspended licenses.

• Generates and distributes, as needed, routine weekly reports on Human Resources transactions, weekly full-time equivalent (FTE) count, overtime usage, and other related topics.
• Maintains list of upcoming resignations, retirements, and other separations. Circulates knowledge transfer documents and assists with coordination of exit interviews.

Closes debit card accounts when employees separate from the MWRA.

Tracks requests to update job descriptions. Serves as liaison to departments and unions on changes to job descriptions.

Ensures job descriptions are available for use in the job application system.

• Provides support and assistance in calculating cost estimates relative to the Authority's collective bargaining efforts.
• Prepares salary recommendations for interns and reviews intern job descriptions.
• Researches employee discipline records for candidates to acting assignments.
• Spot checks salary charts and reports for data accuracy.
• Provides monthly or semi-annual rosters of employees to unions upon request.
• Reviews I-9 forms for accuracy and alerts Manager, Compensation of any issues. Maintains I-9 files.
• Requests telework access as needed. Serves as liaison to departments seeking telework access. Maintains telework eligibility field in HRIS.
• Coordinates the VISTE school volunteer program.

Benefits and HRIS

• Updates employee leave status in HRIS when employees go on extended leave. Maintains report of employees on extended leave, including but not limited to MA Paid Family Leave Act (PFML) leave, Family and Medical Leave Act (FMLA) leave, non-FMLA leave, and workers' compensation.
• Communicates with employees out of work due to an industrial accident or on continuous PFML leave regarding employee contributions towards benefit premiums during such absences and, when applicable, coordinates with Payroll and supervisors to ensure continuation of benefit coverage.

Facilitates direct billing of employees when necessary.

• Processes employee name and address changes in HRIS and completes GIC forms regarding same.
• Assists in preparing reports of new employees who have elected GIC insurance benefits.
• Assists in the tracking of employees in arrears with insurance payments.
• Generates routine monthly reports from HRIS of health and welfare coverage, union dental plans, etc. to send to the various unions.
• Responds to employment verification requests and prepares letters for employees who request proof of benefit coverage.
• Orders all brochures and supplies required for annual open enrollment. Processes all open enrollment changes. Attends annual GIC information sessions and other periodic GIC events as needed to ensure MWRA has up-to-date information regarding GIC benefit programs.

Helps staff information table at annual benefits fair where non-GIC benefits are highlighted.

Serves as backup Benefits representative to explain benefit options to employees at new employee orientation. Ensures Employment Unit has the latest forms and handouts for new employee orientation.

Reviews all forms collected from new employee orientation to ensure forms are complete and accurate.

• Works with Public Affairs to regularly post content from the Employee Assistance Provider (EAP) on the Intranet site. Assists the Manager, Benefits & HRIS with scheduling EAP sessions as needed.
• Helps coordinate annual open enrollment for MWRA dental plan. Is responsible for sending all dental enrollment forms to insurance provider and ensuring deductions are entered in the HRIS.

SECONDARY DUTIES :

Performs related duties as required.

MINIMUM QUALIFICATIONS :

Education and Experience :

• A Bachelor's degree in human resources, business administration, public administration or a related field; and
• General understanding of human resources practices and state and federal laws and regulations governing benefits as acquired through at least two (2) years of professional experience including at least one year in benefits, insurance, or human resources; or
• Any equivalent combination of education or experience.

Necessary Knowledge, Skills and Abilities :

• Excellent interpersonal, oral, and written communication skills.
• Basic understanding and knowledge of federal and state employment laws, benefit practices, and human resources policies.
• Ability to maintain confidentiality and work in a fast-paced environment.
• Strong attention to detail.
• Solid knowledge and experience with Microsoft Office Suite, video-conferencing applications such as WebEx, and HRIS systems (preferably, Infor, Lawson).
• Ability to support two groups under a matrix management system (2 supervisors).

SPECIAL REQUIREMENTS :

A valid Massachusetts Class D Motor Vehicle Operators License for travel between MWRA work sites.

TOOLS AND EQUIPMENT USED :

Office machines as normally associated with a professional office environment, including the use of telephones , personal computers, word processing and other software, email, videoconference applications, copiers, scanners, and fax machines .

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 essential functions.

While performing the duties of this job, the employee is regularly required to sit, talk or hear. The employee is regularly required to use hands to finger, handle, feel or operate objects, including office equipment, or controls and reach with hands and arms.

The employee frequently is required to stand and walk.

There are no requirements that weight be lifted or force be exerted in the performance of this job. Specific vision abilities required by this job include close vision, and the ability to adjust focus.

WORK ENVIRONMENT :

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

While performing the duties of this job , the employee regularly works in an office environment.

The noise level in the work environment is usually a moderately quiet office setting. This position may be eligible for up to 50% telework.

Massachusetts Water Resources Authority (MWRA) is an Equal Opportunity / Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, national or ethnic origin, age, religion, disability, sex or gender, sexual orientation, gender identity or expression, or veteran status.

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