This position performs a wide variety of both complex and routine administrative services and works closely with senior human resources management and other staff members of the human resource department.

Responsibilities

• Answers main line calls; assist callers or routes to the appropriate party. Responds to inquiries or refers the person to the appropriate staff member or department. Must coordinate time out of office to ensure that the front office is always covered.
• Opens, distributes, and prioritizes all outgoing and incoming departmental mail daily.
• Assists employees with the retirement process. Maintains the Master Retirement Spreadsheet and Retiree Address spreadsheet to include health insurance payments from GMA, monthly years of service discount, and other necessary information. 
• Coordinates all retiree functions to include:

1. All phases of the Annual Retirement Dinner.
2. Quarterly retiree breakfast to include scheduling, notification, and setup.
3. Creates an annual calendar of events; distributes to employees filing for retirement.
4. Greeting cards (birthday, get well, thinking of you, etc.) for active employees and Retirees.
5. Other mailings as directed to include Annual Medicare Modernization Act requirements, Notice of Creditable Coverage, and other HR notifications as needed.

• Prepares GMEBS Census report annually.
• Processes death claims with beneficiary of deceased.
• Prepares condolence letters for the City Manager to sign and distribute accordingly. 
• Conducts audit of employee census for group health coverage (active and retiree) and other voluntary coverages on monthly basis.
• Assists employees with short- and long-term disability claims; maintains log of LTD/STD payments and submits to Finance for reporting.
• Assists employees with verification of coverage and explanation of benefits; contacts insurance carrier if necessary to resolve employee issues.
• Assists Human Resources staff members as requested to include special projects assigned by the HR Director.
• Prepares the City Manager’s Overtime Report and distributes it to the Executive Committee following each payroll. 
• Responds to verification of employment requests as needed.
• Maintains accurate, secure files of employees related to benefits administration, personal health information, benefit payroll deductions, beneficiary assignments, and other benefits related documentation. Scan files to the employee’s electronic personnel file.

Qualifications

• High School Diploma or GED equivalent with some college preferred.
• Minimum of four (4) years’ experience in an administrative/clerical position.
• Proficiency in MS Office (Word, Excel, PowerPoint, and Outlook); Tyler MUNIS operating systems helpful.
• Excellent organizational, interpersonal, and communication skills (verbal and written) and ability to deal effectively with a diverse group of people and situations.
• Must be a team player.
• Must be detail oriented, a multi-tasker, motivated, and self-starter. Must also be able to work from a priority list and be able to meet deadlines.
• Must be able to perform human resources work in a confidential manner.
• Must possess and maintain a valid driver’s license in the state of residency.
• Must obtain National Incident Management Systems (NIMS) 100 and 700 within three (3) months of employment.