Temporary Hire - Part-Time Benefits Assistant (Human Resources)

JOB TITLE: HR Associate - Leave Specialist

DIVISION:  Division of Human Resources

FLSA STATUS: Non Unit Classified/Confidential - Nonexempt 

HOURS: Part-Time (30 hours per week)

GENERAL STATEMENT OF DUTIES AND RESPONSIBILITIES:

The Human Resources Associate is integral in delivering administrative assistance to the Benefits Manager and the Human Resources Office. This role encompasses conducting research, managing communications, safeguarding confidential records, and drafting correspondence related to FMLA, PFML, and other internal leave initiatives. The Human Resources Associate is tasked with ensuring effective communication with representatives from various state agencies, higher education institutions, union officials, and members of the UMass Dartmouth management team and UMass System. This position necessitates access to sensitive information, including grievances, arbitrations, and collective bargaining issues on behalf of the Administration. A strong commitment to confidentiality, discretion, and customer service is vital, designating this role as a confidential employee under M.G. L. Chapter 150E, Section 1.

SUPERVISION RECEIVED: The Human Resources Associate reports to the Assistant Director Human Resources.

EXAMPLES OF DUTIES (Essential Functions):

• Supports and manages the Family Medical Leave Act (FMLA), Paid Family Medical Leave (PFML), and Employee Sick Leave Banks. 
• Addresses inquiries related to attendance records, leave status, payroll issues, and benefits as necessary. Supplies required documentation from employee personnel files, attendance records, and other authorized sources to resolve issues through physical documentation or electronic means such as email and spreadsheets. 
• Evaluate and approve leave requests in line with company policies and federal/state regulations, ensuring all necessary documentation is thorough and precise. 
• Engages with employees to clarify leave entitlements, procedures, and required documentation, promoting understanding and transparency. 
• Collaborates with the payroll department to ensure accurate monitoring and compensation for leave periods, including adjustments for partial leaves or return-to-work situations. 
• Works with managers and HR to maintain appropriate staffing levels during employee absences, including arranging temporary replacements or reallocating workloads. 
• Oversees ongoing leave cases, including long-term or intermittent leaves, to manage extensions, return-to-work processes, and compliance with relevant laws. 
• Assists in investigating any disputes or grievances related to leave requests or denials, striving to resolve issues fairly and legally. 
• Maintains confidentiality and manages records such as employee personnel files (both temporary and permanent), medical records, sick leave banks, and attendance logs.
• Operates in accordance with established University and departmental policies, as well as state and federal regulations. 
• Provide support to the Benefits Manager and other functions within the Human Resources department. 
• Carries out various clerical tasks for benefits programs, utilizing software tools such as Word, Excel, and databases to create letters, documents, and graphics, as well as performing filing duties.

MINIMUM QUALIFICATIONS:

• A minimum of three years of full-time or equivalent part-time experience in Human Resources or within a large organization is required. 
• Previous experience in managing leave processes is essential. 
• Familiarity with HRIS systems is necessary. 
• Strong oral and written communication skills are a must. 
• The candidate should be capable of working independently, demonstrating initiative, and exercising sound judgment. 
• Discretion in handling confidential information is crucial. 
• The ability to address sensitive employee matters professionally is required. 
• Candidates must be adept at multi-tasking and managing competing deadlines effectively. 
• A solid understanding of general office procedures is expected. 
• Proficiency in performing mathematical calculations using formulas is necessary. 
• The ability to follow both oral and written instructions is important. 
• Candidates should be skilled in gathering information through record examination and individual inquiries. 
• Maintaining accurate records is essential. 
• The ability to interact tactfully with others is required. 
• Establishing and maintaining positive working relationships is important. 
• Candidates should demonstrate initiative and motivation. 
• Collaboration and teamwork skills are essential. 
• Providing high-quality customer service with prompt and accurate responses is expected. 
• Meeting critical deadlines is a necessity. 
• The ability to comprehend, interpret, and explain complex documents, including policy manuals, federal and state laws, and collective bargaining agreements, is required. 
• Candidates must be able to manage stress and handle multiple tasks simultaneously while processing a significant volume of work with a high level of accuracy and attention to detail, even in a frequently interrupted environment. 
• Exceptional attention to detail and the ability to audit written materials and the work of others are crucial. 
• Strong computer skills, including proficiency in word processing, spreadsheet management, and database handling, are required, along with a willingness to learn special-purpose software programs.

PREFERRED QUALIFICATIONS:

• PHR or SPHR certificate.
• Previous Human Resources experience in an institution of higher education or large corporation. 
• Previous experience in leave and benefit administration.
• Working knowledge of federal/state labor laws and regulations.

ENVIRONMENTAL DEMANDS:

• Work generally performed in an office.
• Frequent work performed with other people.
• Frequent interactions with staff, managers, and applicants.

Mental Requirements:

• • Must be able to communicate in English (speaking, writing, and reading) at a level to effectively perform the essential functions of the position of the Human Resources Associate position.
  • Frequent work at a rapid pace.
  • Capable of managing a high volume of work.
  • Must be able to deal with adverse situations.

Hourly Rate: $28.21 - $30.77 / hour

Physical Requirements:

                                                        Physical Activity                                       Frequency

                                                        Sitting                                                         Frequent

                                                        Walking                                                       Occasional

                                                        Climbing Stairs                                             Occasional

                                                        Crouching/Bending/Stooping                         Occasional

                                                        Reaching                                                     Occasional

                                                        Grasping                                                     Occasional

                                                        Pushing/Pulling                                            Occasional

                                                        Near Vision                                                  Constant

                                                        Far Vision                                                    Constant

                                                        Talking                                                        Constant

                                                        Smell                                                           Rare

                                                        Lifting/Carrying (20 lbs.)                               Occasional

                                                        Travel                                                          Occasional

 

Frequency Key (hours per day): Never = 0 hours; Rare = up to 1 hour;

Occasional = 1 to 3 hours; Frequent = 3 to 6 hours; Constant = 6 to 7½ hours.

 

Tools and Equipment Used:

• Standard office machines and equipment
• Telephone
• Personal Computer