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Personnel
Position Descriptions
Personnel Assistant II
Policy Number: C.E.S.P. 12-31
Date Revised: 1-11-2007
Supersedes: 5-14-2001 |
Nature and Purpose
The Personnel Assistant II
works under the daily supervision of the Benefits Manager and reports to the
Director of Human Resources. This position is responsible for supporting
the Benefits Manager in the administration of University of Arkansas
benefits for Cooperative Extension Service employees, with the exception of
LTD, FMLA and Catastrophic leaves, Federal benefits, and Federal Retirement
Plans.
Major Duties and Responsibilities
- Responsible for reviewing for completeness and accuracy all
enrollment forms and subsequent change forms for Extension employees on
University of Arkansas group benefits, e.g., health insurance, dental
insurance, life insurance, accidental death and dismemberment insurance,
long term disability insurance, and 125 plan dependent care reimbursement
and medical reimbursement. Reviews employee benefit change forms to
determine if the enrollment change results in a premium increase or
decrease. Forwards premium increase/decrease documentation to payroll for
deduction changes. Forwards copies to the provider and the employee.
Assures return of documentation for filing in the employee’s benefits
folder.
- Audits reports received from QualChoice, Delta Dental, and Conexis
to assure that enrollment and change actions are accurately reflected in the
provider records. Responsible for researching and resolving any
discrepancies.
- Responds to employee inquiries about UA benefits by telephone, in
person, and by e-mail. Assists employees in resolving benefit problems and
dealing with provider concerns. Unresolved complex problems are referred to
the Benefits Manager. Assists employees in completion of benefits
paperwork. Assists Benefits Manager, as necessary, by meeting with
prospective faculty candidates and others to review UA fringe benefits.
- Prepares and distributes benefits packets to new hires. Maintains
spreadsheet log for monitoring the return of new hire paperwork and
enrollment forms to assure receipt in Human Resources within 31 days of hire
date. Contacts new employees with outstanding paperwork as deadline
approaches, providing counseling as needed.
- Images all incoming employee benefits documents for use by the
Human Resources Office, the Financial Services Office, and Extension
Administration, including categorizing, copying, and retaining and filing
hard copies, as necessary. Responsible for file maintenance for all active
employee benefits files. Assures policies and procedures are followed to
maintain a HIPAA compliant environment within Human Resources.
- Responsible for receipt and processing of UA retirement enrollment
application, Investment Election Agreement, and Salary Deduction/Reduction
Agreement forms from newly hired employees and change forms for existing
employees throughout the year. Posts vesting status in Banner PPACMNT for
new employees. Maintains and audits vesting status reports. Prepares
letters to TIAA-CREF and Fidelity to communicate new employees’ vesting
status and to repurchase contracts when non-vested employees resign.
- Processes COBRA qualifying events through Conexis website (e.g.,
voluntary or involuntary termination, reduction in work hours, employee
becoming entitled to Medicare, divorce or legal separation, death). Reports
all new enrollments and terminations of health and dental benefits to assure
COBRA rights of new and resigning employees and their dependents.
- Prepares appropriate benefits termination letters for employees
resigning or retiring, referring to benefit folders and Banner for each
individual employee’s benefits and vesting status.
- Assists in the handling of annual benefits open seasons and
elections, processing resulting enrollment and changes by the appropriate
provider deadlines.
- Administers the tuition fee discount and leave for study
programs. Assists employees in completion of the appropriate forms.
Reviews all employee and spouse/dependent tuition discount and leave for
study forms for compliance with internal procedures and Extension and UA
Board policy. Assists employees with inquiries and difficulties. Works
with campus representatives to resolve problems. Forwards approved copies
to the employee and the various campus representatives. Maintains computer
log and files in support of the programs.
- Monitors salary changes and sends letters to employees whose
salaries have reached $20,000, notifying them of eligibility for optional
long-term disability insurance. Processes resulting enrollment forms.
- Sends notification of increases in optional life insurance rates
to employees who have graduated to a new premium level as a result of change
in age. Premium increases correspond to five-year age increases.
- Responsible for revision of the Family and Medical Leave Act
(FMLA) Access Database and subsequent maintenance. Prepares initial
employee FMLA letter and application information., as requested.
- Assists with preparation, as requested, for the benefits overview
session during New Employee Orientation. Responsible for conducting the
session in the absence of the Benefits Manager.
- Responsible for representing Cooperative Extension at the UA
Systems Office benefits meetings in the absence of the Benefits Manager.
- Provides telephone and receptionist back-up duties for the Human
Resources Office, as necessary.
Relationships
- Works under the daily supervision of the Benefits Manager. Reports
to the Director of Human Resources.
- Maintains a cordial and often confidential working relationship
with all Extension employees, retirees, and surviving spouses.
- Works closely with fringe benefits providers, the UA System
Office, and benefits personnel at the University of Arkansas campuses.
Qualifications
Education and Experience
- The formal education
equivalent of a bachelor's degree plus one year of experience in
personnel administration or related area.
- Other job related education and/or experience may be substituted for all or part of these basic requirements with administrative approval , e.g., high school diploma or equivalent with one year of secretarial training and four years' experience in performing administrative support duties, plus one year of experience involving personnel activities.
Knowledge, Skills, and Abilities - Knowledge of applicable Extension and University of Arkansas
policies and procedures.
- Knowledge of personnel law regarding employee benefits and
personnel administration.
- Knowledge of computer hardware and software with application for
benefits administration.
- Ability to plan, organize and prioritize work.
- Ability to communicate effectively with Extension employees at all
levels and with Extension clientele.
- Ability to exercise initiative, make sound judgments, be discreet,
and assume responsibility.
- Ability to maintain accurate records as appropriate and maintain
confidentiality.
- Ability to analyze information and recommend appropriate action.
- Ability to interpret and apply personnel policies and procedures.
- Ability to work with a minimum of supervision.
The Arkansas Cooperative Extension Service is an Equal Opportunity Employer. All
candidates will be considered without regard to race, color, national origin, religion,
gender, age, disability, marital or veteran status, or any other legally protected status.
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