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Employee Services Specialist

Orange Lutheran High School


Location:
Orange, California 92867
Date:
01/10/2018
2018-01-102018-02-09
Job Type:
Employee
Job Status:
Full Time
Categories:
  • Health, Safety, Security
  • HRIS
  • Employee Asst. Programs
  • Benefits
  • Administrative
Orange Lutheran High School
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Job Details

 

Orange Lutheran High School is currently accepting applications for the position of Employee Services Specialist in our Human Resources Department. This is a full-time, year-round position reporting to the Human Resources Manager. 

 

Located in Orange, California, Orange Lutheran High School is a unique place to learn, work, serve, and pray. Our primary guiding purpose is to help students internalize the Gospel message of salvation in Christ Jesus, and we are committed to providing for excellence in Christian character development, academics, competition and performance. Founded in 1973 and celebrating more than 40 years of service, Orange Lutheran is one of Southern California’s finest private high schools offering state and nationally recognized programs in academics, athletics and the arts.

Position Summary

The Employee Services Specialist uses their knowledge and expertise of HR concepts, principles, and practices to provide employees with quality customer service pertaining to benefits/COBRA administration, leaves of absence, worker's compensation claims and retirement planning. This position also handles reconciliation of monthly invoices from insurance carriers, data management in the HCMS, and assistance with payroll processing. This Specialist is responsible for ensuring compliance with ACA, OSHA and EE0-1 requirements. 

Reports to: Human Resources Manager

Supervisory duties: None

Classification: Non-exempt; Hourly

Position type/work hours: This is a full-time position. Standard days and hours are Monday through Friday, 8:00 a.m. to 5:00 p.m.

Essential Duties

An individual in this position must be able to successfully perform the duties and responsibilities listed below. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position. This document in no way states or implies that these are the only duties to be performed by the employee occupying the position.

  • Administer various employee benefits programs, such as group health, flexible spending accounts, dental and vision, accident and disability, life insurance, 403(b), and wellness benefits.
  • Coordinate transfer of data to external contacts for services, premiums and plan administration.
  • Determine eligibility and counsels employees (and potential employees/applicants) on plan provisions. Educate employees on the benefits self-enrollment system.
  • Ensure the accuracy of all benefits enrollment and changes in the HCMS, as well as ensure accuracy of payroll deductions.
  • Resolve employee concerns related to health and welfare plans functioning as liaison with various insurance carriers.
  • Assist HR manager in obtaining statistics and information in renewal process of health plans.
  • Manage annual open enrollment period. Handle distribution of plan summary materials and required notices, including Summary Annual Reports (SAR).
  • Document and maintain administrative procedures for assigned benefit processes. Ensure timeliness and accuracy of required reporting and fees.
  • Verify the calculation of the monthly premium statements for all group insurance policies and maintain statistical data relative to premiums, claims and costs. Resolve administrative problems with the carrier representatives.
  • Monitor ACA measurement periods for employees and keep supervisors updated on employees who are close to meeting eligibility requirements and offer benefits when employee reaches eligibility requirement.
  • Complete year-end preparation and filing of Affordable Care Act documentation, insurance censuses, and other required reports to support federal Affordable Care Act (ACA) requirements.
  • Run bi-weekly employee reports in human resources management system, including ACA tracking, hours worked vs threshold, and employee status change reports.
  • Process all leave of absence requests including meeting with employee to review LOA options, provide an interactive process, keep managers and payroll informed of employee status, track, and collect benefit premiums.
  • Effectively interpret FMLA and ADA implications as they relate to leaves of absences/ disabilities.
  • Maintain LOA policies and procedures to ensure accurate and timely distribution of information/documentation. Notify Payroll Administrator of disability payments and changes in disability claims decisions.
  • Initiate enrollment in Concordia Plan services for qualifying employees, submits notification of change in employee status as necessary and responds to CSP inquiries.
  • Monitor hours worked for part-time employees and notifies supervisors of employees who are close to meeting eligibility requirements in Concordia Plan Services disability and retirement plans.
  • Display working knowledege of HIPAA Compliance requirements.
  • Coordinate workers' compensation claims with third-party administrator. Follow up on claims.
  • Prepare necessary paperwork for off boarding employees, including COBRA notices. Work with HR Manager to complete more complex requests regarding terminations.
  • Assist with developing and maintaining job descriptions. Handle position management in HCMS including uploading new job titles, job descriptions and assigning them to employees, if applicable.
  • Upload all remaining data into the HCMS for new hires.
  • Prepare employment records related to events, such as hiring, termination, and leaves using human resources management system software.
  • Assist with preparation of EEO-1 reporting.
  • Provide back up support for semi-monthly payroll processing.

Additional Duties

  • Attends meetings, conferences as assigned.
  • Other duties as assigned.

 

Requirements

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The qualifications and competencies listed below are representative of the knowledge, skills, abilities and physical demands required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

Education and Experience

  • Bachelor’s degree and 3-5  years experience working in Benefits Administration.
  • Experience using Paycom software, preferred.

Licenses, Certificates, and Clearances

  • Valid CPR, TB, and First Aid certifications
  • Fingerprint clearance by the FBI/DOJ

Key Competencies

  • Human Resources Capacity
  • Customer/Client Focus
  • Ethical Conduct
  • Personal Effectiveness/Credibility

Knowledge

  • General knowledge of Human Resources practices and procedures
  • Knowledge of federal and state labor laws
  • General knowledge of working with health insurance and disability organizations
  • Knowledge of Leave Laws in California
  • Working knowledge of ACA, OSHA and EEO regulations and reporting

Skills

  • Strong organization skills
  • Excellent time management skills
  • Intermediate Excel skills
  • Customer service oriented
  • Shows initiative
  • Works well under pressure
  • Speaks clearly and persuasively

Abilities

  • Problem solving—the individual identifies and resolves problems in a timely manner and gathers and analyzes information skillfully.
  • Analytical Skills – the individual is skilled in Excel, spreadsheet analysis and has strong understanding of HR analytics and metrics.
  • Interpersonal Skills—the individual maintains confidentiality, remains open to others’ ideas and exhibits willingness to try new things.
  • Ability to multi-task
  • Ability to organize and maintain electronic and personnel files
  • Adaptability and change management skills; work in a sometimes stressful environment, meet deadlines, and work with frequent interruptions.

Personal Characteristics

  • Exhibits the highest level of Christian integrity – his/her life reflects Christ-like morals, behavior, attitude and leadership. Integrates faith and prayer in the performance of job duties.
  • Ability to articulate their Christian faith
  • Active member of a Christian church; Missouri Synod preferred.

Physical Demands

This position is largely a sedentary role, however, while performing the duties of this job, the employee is regularly required to talk and hear; stand; walk; use hands to finger, handle, or feel and talk or hear. The employee is frequently required to reach with hands and arms. The employee is occasionally required to sit; climb or balance; and stoop, kneel, crouch, or crawl.

The employee must regularly lift and/or move up to 10 pounds, and occasionally lift and/or move up to 25 pounds

Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and 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.

The majority of work will be performed in a climate-controlled indoor school environment. There is occasional work outdoors in a variety of climatic conditions, as well as in a gymnasium or other school facility.

The typical noise level is moderate.

 

Orange Lutheran High School is an equal opportunity employer and does not discriminate against employees or applicants on the basis of race, color, age, sex, pregnancy, national origin, disability, handicap, veteran, or family status, or any other status condition protected by applicable state or federal law, except where a bona-fide occupational qualification and/or religious exemption applies.

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