Benefits Specialist I (administrative Assistant Iii)

Job Announcement

The Benefits Division in the Department of Human Resources is seeking a dependable, adaptable, and energetic Administrative Benefits Specialist with great attention to detail to join our dynamic team. Specific duties include:

• Provide customer service to employees contacting the Department of Human Resources with benefits related questions by phone, email, or in-person.
• Compiles and reviews incoming election forms and supporting documents for deficiencies.
• Completes data entry to update employee and retiree records accurately and in a timely manner.
• Scans and documents forms and communications for benefit records.
• Treats sensitive personal data with the highest integrity and with strict confidentiality.
• Provides planning and support for various events including new employee orientations, annual Open Enrollment Meetings, Health Fairs, and other large health and wellbeing events.
• Aids in presenting complex information both in-person and virtually.
• Create and maintain courses in Learning Management system.
• Oversees the completion of large printing or mass mailing projects.

The assigned functional areas of this position are: Human Resources and Benefits.

Illustrative Duties

(The illustrative duties listed in this specification are representative of the class but are not an all-inclusive list. A complete list of position duties and unique physical requirements can be found in the position job description.)

General Financial Duties
Uses spreadsheets or databases to organize information and produce standard reports;

Accounting
Identifies discrepancies and makes corrections;
Collects required documents;

Purchasing
Verifies requests for goods and services against county contracts and funding sources;
Orders goods or services and follows up/resolves discrepancies and ensures delivery;
Authorizes requests for goods and services in corporate systems;
Ensures appropriate routing and approval of purchase requests.

Scheduling & Coordinating for Others
Maintains calendar(s);
Schedules meetings;
Makes and cancels appointments;
Schedules rooms for classes, meetings, conferences, etc.;
Coordinates audiovisual, training equipment, refreshment requests;

Communication
Composes routine correspondence on behalf of the executive/work unit head.

Office Management
Provides administrative support and implements procedures;
Establishes/modifies and maintains a system for tracking the progress of work that is the responsibility of the executive/work unit head;
Provides and explains relevant policies and procedures.

General Administrative
Composes routine correspondence on behalf of the executive/work unit head.

Receptionist/Public Contact
Schedule appointments;
Explains departmental policy/procedure but does not interpret them;
Responds to inquiries that require referencing a variety of sources and utilizing
knowledge of the department/county operations.

Word Processing/Typing
Keys/types complex documents (e.g., technical);
Proofs spelling and grammar;
Uses multiple software packages to prepare equations, statistics, tables and/or presentations;
Compiles reports from edited drafts;
Uses macros and templates developed by others.

Information Systems/Software
Performs data entry with some knowledge of department/work unit/program;
Manipulates screens for additional entries;
Generates routine reports;
Creates simple spreadsheets;
Maintains databases.

Reports
Compiles routine factual/numerical reports using readily available information.

Personnel
Prepares and verifies completeness/accuracy of forms/documents (e.g., personnel requisitions, PARS, PCFs);
Provides basic new employee benefits information;
Explains routine personnel policies and procedures;
Instructs employees in proper completion of routine documents (e.g., insurance enrollment forms).

Required Knowledge Skills and Abilities

(The knowledge, skills and abilities listed in this specification are representative of the class but are not an all-inclusive list.)

Knowledge of standard rules and interpretations within own functional area and a working knowledge of established methods and procedures used in related areas;
Significant nonstandard skill/knowledge is required involving production of an end product such as a report.

Word Processing/Typing
Basic skills in the use of Microsoft Word.

Math Skills
Basic math skills.

PC Skills
Basic skills in the use of applicable Microsoft Office Suite software.

Communication
Ability to write simple documents.

Information Abilities
Ability to process and integrate complex data.

Interpersonal Abilities
Ability to establish and maintain effective working relationships with both external and internal contacts.

Purchasing and Accounting
Ability to perform data entry into Purchasing/Logistics Enterprise Resource Planning systems and/or Financial Enterprise Resource Planning systems in at least three functions (e.g., create shells, accounts payable processing).

Personnel and Payroll
Ability to perform routine Human Capital Management Enterprise Resource Planning system functions (e.g., process PARS, requisitions).

Executive Assistance
Ability to maintain confidentiality and be sensitive to political issues.

Employment Standards

MINIMUM QUALIFICATIONS:
Any combination of education, experience and training equivalent to high school graduation and two years of experience providing administrative support in the assigned functional area(s).

CERTIFICATES AND LICENSES REQUIRED:
Not applicable.

NECESSARY SPECIAL REQUIREMENTS:
The appointee to this position will be required to complete a criminal background check to the satisfaction of the employer.

PREFERRED QUALIFICATIONS:

• Two or more years of experience in benefits administration for active and/or retired employees;
• Experience in administering and communicating benefits
• Proven organization and time management skills;
• Ability to prioritize, problem solve, and multitask workload. Great attention to detail
• Proven experience as data entry clerk and the ability to work autonomously and produce accurate and timely results in a fast-paced work environment;
• Strong written and oral skills;
• Proficiency in Microsoft Office Suite applications, including Word, Excel, Outlook, and PowerPoint;
• Strong commitment to delivering excellent customer service, both internal and external.
• Two or more years of experience using FOCUS Human Capital Management System, or other HRIS systems for data processing;
• Experience and knowledge of Collective Bargaining agreement (CBA) process.

PHYSICAL REQUIREMENTS:
Job is generally sedentary with occasional on-site visits to other county locations for hosting programs. Visual acuity is required to read data on computer monitors. Must be able to communicate with others. Employee may be required to lift up to 15 pounds. All duties performed with or without reasonable accommodations.

SELECTION PROCEDURE:
Panel interview and may include exercise.

The population of Fairfax County is very diverse where 39.8% of residents speak a language other than English at home (Spanish, Asian/Pacific Islander, Indo-European, and others) and we encourage candidates bilingual in English and a foreign language to apply to this opportunity.

Fairfax County Government prohibits discrimination on the basis of race, color, religion, national origin, sex, pregnancy, childbirth or related medical conditions, age, marital status, disability, sexual orientation, gender identity, genetics, political affiliation, or military status in the recruitment, selection, and hiring of its workforce.

Reasonable accommodations are available to persons with disabilities during application and/or interview processes per the Americans with Disabilities Act. Contact 703-324-4900 for assistance. TTY 703-222-7314. DHREmployment@fairfaxcounty.gov EEO/AA/TTY.

#LI-JD1