Administrative Aide - Benefits

JOB OPENING

CITY OF FARMINGTON

JOB POSITION #109:  ADMINISTRATIVE AIDE BENEFITS 

NUMBER OF VACANCIES:  1

DEPARTMENT:  Human Resources/Benefits

PAY GRADE:  G Non-Exempt

HIRING RANGE:  $14.93 - $18.36 / Hour

TYPE OF POSITION:  Regular, Full-Time

WORK LOCATION:  East Annex Building 

DAYS WORKED:  Monday - Friday

HOURS WORKED:  8:00 a.m. 5:00 p.m.

APPLICATIONS WILL BE RECEIVED THROUGH:  Friday July 7, 2017

Resumes submitted without a City of Farmington application will not be considered in our job selection process.

JOB DUTIES

ESSENTIAL DUTIES:

Performs a variety of routine and complex clerical and administrative work in keeping official records, providing administrative support to the Human Resources Director and the Insurance/Employee Benefits Division staff of the Human Resources Department, and assisting in the operation and maintenance of the City's self-insured workers' compensation program and group health plan.

Employees in this position are considered confidential.

Maintaining the utmost confidentiality in dealing with employee records and business information.

Works under the supervision of the Benefits & Compensation Manager.

No supervision is exercised in this position.

Maintains strict confidentiality in handling sensitive information; frequently deals with information related to the health and medical conditions of City employees.

Receives the public/employees and answers questions.  Responds to inquiries from employees, citizens and others and refers, when necessary, to appropriate persons.

Receives and distributes incoming mail for division.  Responsible for scheduling routine maintenance of office equipment.

Prepares monthly, quarterly, and annual division reports and other specialized statistical reports, as assigned.

Gains an understanding of employee benefit provisions and eligibility requirements for the City's insurance/benefits programs.  The programs include (but are not limited to) group health, life insurance, flexible spending, dependent care, and workers compensation.

Gains an understanding of IRS requirements and assists with the administration of the flexible spending program.

Assists employees with questions/issues regarding their benefits/insurance.

Composes, types and edits a variety of correspondence, reports, memoranda, forms, documents, email and other material requiring judgment as to content, accuracy and completeness.

Schedules employee meetings and training, including contacting department/divisions, coordinating facilities, and tracking completion dates.

Responsible for the maintenance of the divisional filing systems.

Responsible for receiving invoices and processing purchase orders and requisitions in the AS400 computer system.

Orders and maintains inventory of office supplies and printed materials.

Responsible for preparing divisional records for archiving.

Using excellent customer service skills, establishes and maintains effective working relationships with other employees, officials, vendors and all members of the general public.

Conducts insurance/benefits overview training during new hire orientation for employees.

Assists with data entry and application of Transitional Employment Assignment Management program.

Assists with data entry and application of Workers' Compensation program.

Assists with data entry and application of Family Medical Leave Act.

Assists with data entry and application of online employment benefits portal.

Assists with data entry and application of wellness program.

Processes all travel estimates and requests for division.

Attendance at work is an essential function of this position

NON-ESSENTIAL DUTIES:

Serves as a member of various employee committees, as assigned.

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.

QUALIFICATIONS

This position is subject to the City of Farmington's Drug and Alcohol Free Workplace Program which includes: pre-employment testing, post-accident testing, reasonable suspicion testing, return to duty testing, and follow-up testing.

Graduation from a high school or GED equivalent with relevant work experience required as a minimum. 

Associate degree with relevant work experience preferred.

Keyboarding and data entry skills at a rate sufficient to perform duties of job.  Data entry experience preferred, with emphasis on medical claims entry.

Working knowledge of personal computers and software packages, including specific knowledge of Excel, Access and Word.

Ability to learn a variety of specialized software programs.

Working knowledge of general office practices and procedures, with proficient spelling and grammatical skills.

Ability to accurately record and maintain records.

Ability to communicate effectively verbally and in writing.

Ability to effectively meet and deal with the public.

Ability to work under stress and handle stressful situations.

Ability to successfully organize, work and complete multiple tasks simultaneously.

Ability to meet deadlines.

Ability to maintain confidential, sensitive material.

Ability to establish and maintain working relationships with co-workers, supervisors, other City personnel and the public.

Ability to operate tools and equipment listed.

Ability to speak in front of groups of varying sizes.

Extensive background check required.

TOOLS AND EQUIPMENT USED:

Personal computer including MS Word and Excel software, calculator, copy machine, telephone, and fax machine.  Familiarity with and ability to learn and become proficient within the AS400 computer system.

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 frequently required to sit and talk or hear.  The employee is occasionally required to walk; use hands to finger, handle, or feel objects, tools, or controls; and reach with hands and arms.

The employee must occasionally lift and/or move up to 25 pounds.  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.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The work environment is a normal office setting.  The noise level in the work environment is usually quiet.

WE ARE AN EQUAL OPPORTUNITY EMPLOYER, M/F/D/V.

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