Human Resources Coordinator/Administrative Assistant at CITY OF NEW FRANKLIN in Akron, Ohio

Job Description:

Job Title: Human Resources Coordinator/Administrative Assistant
Job Code: Full-time
Department: Human Resources

SUMMARY

Appointed by the Mayor to serve as Human Resources Coordinator/Administrative Assistant and to perform Human Resources and Administrative duties as required.

SUPERVISOR: Mayor

QUALIFICATIONS

Applicant must possess a high school diploma or equivalent; previous experience using financial software; five (5) or more years experience in payroll and human resources, or commensurate accredited educational achievement; knowledge of governmental fund accounting.

DUTIES AND RESPONSIBILITIES

1. Process payroll for all elected officials and employees in accordance with union contracts and policy manual; maintain detailed payroll notes by biweekly pay period; calculate raises and special pays, such as longevity, clothing allowances, etc.; check biweekly payroll time sheet information for accuracy prior to entering into the payroll system; print paychecks and Direct Deposit stubs; and, process deduction batches.
2. Maintain updated personal, deduction, direct deposit account and accrual information in payroll system.
3. Perform payroll year-end and new-year functions, including verifying W-2 information; printing and distributing W-2's; downloading State and Federal tax tables; and updating pension and FICA contribution rates, as well as City and School tax rates, as applicable.
4. Close payroll periods (biweekly, monthly, quarterly and yearly) and prepare reports.
5. Maintain and distribute updated Wage Scale.
6. Process any bankruptcy, garnishment and child support court orders.
7. Complete Verification of Employment forms for lending institutions.
8. Complete Ohio Municipal League Salary Report.
9. Perform payroll calculations for grants, union negotiations, etc.
10. Serve as primary HIPAA Privacy Officer and maintain confidentiality of HIPPA Protected
    Health Information (PHI).
11. Process paperwork regarding all Medical, Dental, Prescription, Life/AD & D insurance, as well as Voluntary Life/A&D and Vision coverage. Send coverage level, enrollment, termination and COBRA updates to broker, as applicable. Work with broker/agent to resolve plan document and claims issues.
12. Maintain accurate list of employees and dependents for health insurance, including types and levels of insurance coverage.
13. Use COBRA rates to calculate employee insurance contributions; update insurance worksheets; enter rates into payroll system.
14. Review claims reports and invoices for payment of outstanding run-out claims.
15. Complete annual SERB Health Insurance Survey report.
16. Complete monthly and annual Medicare/CMS reports.
17. Prepare and distribute legal notices and disclosures to employees.
18. Provide HR documents to new employees and assist with completion; create personnel file; process paperwork and enter employee into payroll system.
19. Maintain confidentiality surrounding personnel and medical issues, performance evaluations and disciplinary actions of current and former employees; keep list of active disciplinary Maintain updated personnel and medical files.
20. Prepare and collect payroll and health insurance documents for annual GAAP conversion.
21. Gather payroll and health insurance documents for annual audit; provide explanations.
22. Process all Family and Medical Leave Act requests; maintain files; prepare checklist,
    Notice of Eligibility, Designation Notice and Certification of Health Care Provider forms.
23. Work with attorney regarding issues relating to human resources and payroll.
24. Act as Secretary to the Personnel Advisory and Appeals Board (PAAB); schedule and
    attend meetings; handle notifications; prepare agendas and chairperson's outline; take notes and type minutes; maintain minute book.
25. Prepare and maintain job files, including applications, media notifications, applicant list, job posting, etc.
26. Prepare State Personnel Board of Review Annual Report.
27. Process Bureau of Workers' Compensation (BWC) forms. Certify validity of claims and follow-up with Workers' Compensation Managed Care Organization (MCO), TPA and/or Maintain list of claims by employee.
28. Maintain updated Illness and Injury Reports, Logs and Summaries and submit annual report to the BWC's Public Employment Risk Reduction Program (PERRP).
29. Process and maintain public records requests; redact files in accordance with Open Records Act.
30. Act as Secretary to the New Franklin and South Summit COG Records Commissions; schedule and attend meetings; handle notifications; prepare agendas and chairperson's outline; take notes and type minutes; maintain minute book.
31. Make determinations regarding records to be destroyed pursuant to the Records Retention
32. Attend policy manual meetings. At the request of the Mayor, make suggestions and updates to Personnel Policies and Procedures Manual.
33. Attend Health Care Committee meetings; provide input.
34. Maintain and distribute updated list of covered vehicles and trailers, including VIN, make, model, purchase price, etc.
35. Process liability and property insurance renewal; work with Department Heads regarding additions, revisions and deletions to current plan; notify agent and pooling program regarding coverage updates; coordinate and attend Loss Control meetings.
36. Attend in-person and online training sessions.
37. Open and respond to emails sent to administration email address.
38. Provide general assistance to the public.
39. Perform general office work such as answering telephones, using voicemail, forwarding messages, emailing, texting, copying, faxing, typing, using computer, operating calculator, and backing up financial server as needed, etc.
40. Assist Mayor, Department Heads, and other employees when needed, and handle other tasks as assigned by the Mayor.

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