Administrative Support Specialist - Leave Administration

Job Title: Temporary Administrative Support Specialist – Leave Administration

Job Summary: This position provides specialized support and coordination to the Benefits & Leave Administrators in employee leave management processes. The role also serves as a key point of contact for employees, resolving issues related to leave through tracking leave hours, timelines, and notices.

Job Duties:

• Monitor the Benefits & Leave email inbox and respond to inquiries.
• Generate and issue notifications for leaves of absence, meeting state and federal notice requirements and timelines.
• Track due dates for employees to submit leave documents and send reminders as needed.
• Track the number of leave hours available, based on the specific type of leave that is being requested or used.
• Monitor remaining available leave hours, alert Administrators when leaves are approaching expiration, and send employees notices.
• Arrange premium payments with employees while they are out on a leave of absence.
• Conduct system audits and prepare reports that ensure accuracy and integrity of the leave and absence records and data.
• Document leave administration processes and standard operating procedures.
• Support major projects related to changes in leave rules and specific notifications to employee groups.
• Create meeting agendas, arrange meeting space, and coordinate logistics.
• Track team project deliverables and timelines.
• Monitor State and Federal regulations relevant to leave and benefits and make recommendations to internal partners on how to respond to new laws/regulations.
• Perform other duties of a similar nature or level as needed.

Minimum Qualifications:

• Three years of general administrative experience working with sensitive and confidential information. An Associate degree in office administration, business administration, or a related field may substitute for two years of experience. An internship in human resources or benefits administration may substitute for one year of experience.
• A year of experience in a benefit and/or leave administration, or employee service role.
• An equivalent combination of education and experience to successfully perform the job duties is also accepted.

Knowledge Requirements:

• Federal, State, and Local regulations governing benefits and how various laws intersect (e.g.: HIPAA, ADA, and ADAA)
• HRIS and HRMS tools, such as PeopleSoft
• General office procedures, practices, and etiquette
• Grammar, spelling, and punctuation rules
• Customer service practices
• Data and record management
• Procedures for maintaining confidentiality of sensitive and protected personal information

Skill Requirements:

• Fostering an inclusive workplace by valuing and leveraging diversity, equity, and inclusion. Inspiring and fostering team commitment, pride, and trust. Facilitating cooperation and motivating team members to accomplish group goals while treating others with courtesy, sensitivity, and respect.
• Demonstrated skill using office applications such as Microsoft Office Word, Excel, PowerPoint, or similar programs.
• Strong written and verbal communication
• Time management, managing multiple tasks, and adjusting to changing priorities
• Exercising good judgment to discern when to take issues to a higher level for guidance or resolution
• Taking and transcribing meeting notes
• Continuous learning

Preferred Skills and Knowledge:

• Experience working in the public sector or the transportation industry
• Knowledge of various types of leaves and benefit plans.

Working Conditions: Onsite Monday – Friday. Work is performed in an office environment and requires the use of office equipment and technology. You will be required to move throughout and between different office buildings and may need to complete tasks in noisy environments. You may also be required to lift and carry materials up to 10 pounds occasionally.

Location: Everett
Duration: 60-90 days
Pay: $30 hour