Benefits Assistant

Job description

Benefits Assistant

$41,041.00 Annually

District Office - Fresno, CA

Job Type

DO Human Resources

Job Number

11/29/2018 11:59 PM Pacific

Under general direction performs a variety of difficult and specialized clerical duties pertaining to benefits and other related programs.
Examples of Duties/ Essential Job Functions
Performs a wide variety of difficult and specialized clerical duties and records maintenance functions in support of benefit programs and workers compensation including but not limited to:

  • Assists with annual open enrollment, prepares benefit enrollment information and works with vendors to ensure accurate enrollment of eligible employees, retirees, and their dependents.
  • Provides information on benefit options available according to collective bargaining agreements, personnel commission rules, board policies, and administrative regulations.
  • Explains benefit plans, eligibility requirements, enrollment procedures, insurance claims, coverage, and other related issues.
  • Responds to inquiries, assists employees with completing required forms and applications, and contacts insurance companies for employees to help resolve claims problems.
  • Verifies eligibility, processes enrollment change forms, and address changes, and processes applications for employees and/or retirees in for district offered plans and programs.
  • Reviews, verifies and prepares invoices and billings, processes checks, and reconciles billings.
  • Creates payment invoices for waiver recipients and ensures eligibility by searching various records.
  • Processes mail which includes running mail through postage machine, opening incoming mail, date stamping, sorting, and distributing as needed.
  • Operates a variety of office machines including, but not limited to copiers, shredders, and folding machines.
  • Enters and retrieves data from computer system, databases and insurance carrier and/or vendor websites.
  • Ensures State Center Community College District benefit website and employee intranet remains up-to-date.
  • Prepares correspondence and mails confirmation memorandums to communicate information to employees and retirees such as a notice of qualifying event or overage dependent.
  • Assists with workers' compensation program activities which includes, but is not limited to monitoring claims, updating records, ensuring receipt of medical certifications, tracking appointments, and explaining follow-up guidelines and procedures to employees and managers.
  • Reviews injury reports to ensure completeness and accuracy of information.
  • Verifies and tracks workers' compensation leave usage in accordance with collective bargaining agreements, board policies, administrative regulations, and workers' compensation laws and regulations.
  • Contacts employees and/or managers to discuss injuries and assists throughout the workers' compensation process.
  • Researches, resolves and responds to inquiries and/or correspondence pertaining to injured workers.
  • Gathers and compiles a variety of data to prepare reports such as the OSHA 300 log, 1099R report, and the datamatch survey.
  • Interprets and applies laws, rules, regulations, policies, procedures, administrative regulations, and operational procedures.
  • Maintains highly confidential records, benefits-related files and databases in accordance with state and federal laws.
  • Types, proof-reads, files, checks and records information on records from rough drafts, notes, or general instructions.
  • May perform other duties as needed.
    Employment Standards/ Minimum Qualifications
    Education & Experience
    Any combination equivalent to: Formal or informal education equivalent to completion of the twelfth grade and responsible experience (2 years or more) performing complex clerical and/or office duties in support of employee benefits administration or workers' compensation activities.

    Valid Driver's License is required.

  • Knowledge of methods, practices and procedures used in benefits administration.
  • Knowledge of record keeping and report preparation techniques to ensure information is accurately presented.
  • Knowledge of activities associated with accounting, budget and payroll transaction processing.
  • Knowledge of basic math including addition, subtraction, multiplication, and division.
  • Knowledge of proper English usage, including spelling, grammar, and punctuation in order to compose items such as correspondence and/or reports.
  • Knowledge of customer service principles in order to appropriately interact with students, staff, faculty, and the public.
  • Knowledge of current computer operating systems, software applications and office productivity software such as word processing, spreadsheets, calendaring, presentation, and database programs.

  • Skill to organize and develop materials needed by a variety of individuals.
  • Skill to convey insurance and benefit policy information in accordance with related laws, ordinances, regulations, and established procedures.
  • Skill to utilize human resources information systems (HRIS) and query tools to extract data from databases for interpreting and communicating benefits and/or workers' compensation data.
  • Skill to conduct research and prepare reports as required.
  • Skill and ability to effectively communicate with individuals for whom English is not a primary language.
  • Skill to exercise tact, diplomacy and confidentiality in dealing with sensitive and complex issues and situations.
  • Skill to plan and organize work to meet established timelines and department schedules.
  • Skill to operate standard office equipment such as computers, fax machines, copy machines, telephones, and others.
  • Skill to utilize word processing, spreadsheets, email, online calendaring and data entry/retrieval from database programs.
  • Skill and ability to rapidly learn and acquire skills in areas and technologies not previously assigned.
  • Skill to type at a sufficient speed to maintain workflow.

  • Ability to understand and interpret all aspects of the Workers' Compensation process.
  • Ability to establish and maintain effective working relationships with District administrators, management, staff, diverse community, business and industry contacts, collaborative partner contacts, independent programs consultant/trainers, and the public.
  • Ability to understand, be sensitive to and respect the diverse academic, socio-economic, ethnic, religious, and cultural backgrounds, disabilities and sexual orientation of students, parents, teachers, administrators and staff.
  • Ability to learn federal, state, and local laws and regulations such as EEO, ADA, FLSA, and others that relate to benefits administration.
  • Ability to learn the rules and regulations of the California Division of Industrial Relations-Division of Workers' Compensation.
  • Ability to interpret and apply college and district policies and procedures.
  • Ability to learn California Education Code, Merit System Rules, Board Policy, Administrative Regulations and collective bargaining agreements in order to communicate information.
  • Ability to learn district/public agency salary and benefit structure and personnel procedures.
  • Ability to learn the human resources information system (HRIS) in use by the District.
  • Ability to maintain confidentiality of sensitive information and records.
  • Ability to receive and follow instructions.
  • Ability to appropriately interact with students, staff, faculty, and public.
  • Ability to operate computers and their peripherals.
  • Ability to use current common software applications in order to accurately enter and retrieve data.
  • Ability to maintain consistent, punctual and regular attendance.
  • Ability to lift and carry office supplies and equipment weighing up to 25 lbs.

    Examples of physical ability requirements necessary to perform the above job duties
  • Muscular effort (or strength) needed to lift, push, pull or carry an object. (Muscular Tension)
  • The ability to bend, stretch, twist, or reach out with the body, arms, and/or legs to perform a task. (Flexibility)
  • Coordinated movements of the arms, legs and torso while the whole body is in motion. (Whole Body Coordination)
  • Keep balanced and stay upright when in an unstable position. (Whole Body Equilibrium)
  • Coordination of two or more limbs (arms and legs) while seated or standing in one place. (Multi-Limb Coordination)
  • Have coordinated, precise movement of the fingers of one or both hands to perform tasks such as typing, writing and taking notes. (Finger Dexterity)
  • See clearly objects and close surroundings that are 36 inches or closer to perform tasks such as looking at computer monitors. (Near Visual Acuity)
  • See clearly objects and close surroundings that are six feet or further away such as being able to see other vehicles while driving. (Far Visual Acuity)
  • Distinguish between shades of one color or the difference between two or more colors such as working with computer monitors and filing systems. (Color Discrimination)
  • Part of vision that occurs outside the very center of gaze allowing the individual to see objects, movement or sharp contrasts toward the edges of the visual field. (Peripheral Vision)
  • Hear and understand human speech in a relatively quiet environment such as hearing someone speak in quiet office or library setting. (Speech Intelligibility in Quiet)
  • Hear and understand human speech in a relatively noisy environment such as hearing someone speak to you while in the presence of loud equipment. (Speech Intelligibility in Noise)
  • Tell from what direction a sound is coming from. (Sound Localization)

    Examples of mental ability requirements necessary to perform the above job duties
  • Listen to and understand information and ideas presented through spoken words and sentences. (Oral Comprehension)
  • Come up with unusual or clever ideas about a given topic or situation, or to develop creative ways to solve a problem. (Originality)
  • Arrange things or actions in a certain order or pattern, according to a specific rule or set of rules such as patterns of numbers, letters, words, or pictures. (Information Ordering)
  • Identify or detect a known pattern, such as a figure, object, word, or sound that is hidden in other distracting material. (Flexibility of Closure)
  • Come up with a number of ideas about a topic. (Fluency of Ideas)
  • Generate or use different sets of rules for combining or grouping things in different ways. (Category Flexibility)
  • Focus on a single source of sound in the presence of other distracting sounds. (Auditory Attention)
  • Quickly make sense of, combine, and organize information into meaningful patterns. (Speed of Closure)
  • Concentrate on a task over a period of time without being distracted. (Selective Attention)
  • Shift back and forth between two or more activities or sources of information; multi-task to work on different projects simultaneously. (Time sharing)
  • Remember information such as words, numbers, pictures, and procedures. (Memorization)
  • Clearly communicate information and ideas through spoken words so others will understand. (Oral Expression)
  • Identify and understand the speech of another person. (Speech Recognition)
  • Recognize when something is wrong or is likely to go wrong. (Problem Sensitivity)
  • Combine pieces of information to form general rules or conclusions such as finding a relationship among seemingly unrelated events. (Inductive Reasoning)
  • Apply general rule, a premise, which is known to be true to specific problems to produce answers that make sense. (Deductive Reasoning)
  • Read and understand information and ideas presented in writing. (Written Comprehension)
  • Communicate information and ideas in writing so others will understand. (Written Expression)

    Working conditions which may occur
  • Schedule changes may frequently occur based on business needs.
  • Work inside protected from the weather.
  • Work under pressure of constant deadlines with frequent interruptions.
  • Work effectively in a demanding environment.
  • Work collaboratively in a team environment.
  • Work with sensitive and confidential information.
  • Noise exposure under 65 decibels, roughly that of a normal conversation or a ringing telephone.

    Examination Process
    The assessment process will include screening to ensure applications are complete and meet all minimum qualifications. The application requires the completion of Supplemental Questions to evaluate your education, training and experience relative to the required knowledge and abilities for the position. Answers should be as complete as possible, as no additional information will be accepted from applicants once the application has been submitted. Only the most qualified applicants, who pass the minimum qualifications review, will be invited to the assessment process.

    The assessment process will include a competency assessment (45% weight) and an oral board interview assessment (55% weight). Of those achieving a passing score on the competency assessment, only the 15 highest scoring candidates, plus ties, will be invited to the oral board interview assessment. Passing score is 75% out of 100% on each assessment section.


    To move forward in the selection process, you must complete an online application through our web site at Resumes may also be uploaded but cannot be used in place of a completed application.

    Candidates who attain a passing score on each part of the assessment will be placed in rank order on district wide Open-Competitive List. Using the same process, a separate Promotional List will be established and both Lists will be used concurrently. Unless otherwise indicated, the eligibility list will be used to fill current vacancies at the District Office for at least six months.

    The assessment process / assessment date is subject to change as needs dictate. All communication regarding this process will be delivered via email to the address listed on your application.


    When completing the application, please make sure you include ALL current and previous employment in the Work Experience section of the application and complete ALL fields, including the name and contact information for your supervisors. Experience that is included in the resume but not in the Work Experience section of the application may not be considered for the purpose of determining whether you meet the minimum qualifications.

    All required documents must be submitted by the applicant. Personnel Commission staff will not upload documents for you.

    ACCOMMODATIONS:Individuals with disabilities requiring reasonable accommodation in the selection process must inform the State Center Community College District Personnel Commission Department in writing no later than the filing date stated on the announcement. Those applicants needing such accommodations should document this request including an explanation as to the type and extent of accommodation needed to participate in the selection process.

    State Center Community College District Disclaimer:
    Classification and Compensation Study
    State Center Community College District is currently conducting a classification and compensation study through a third party vendor, Reward Strategy Group. A classification and compensation study is primarily designed to focus on the internal and external equity of both the structure by which employees are compensated and the way positions relate and compare to one another across the organization. The effects of the study are currently being negotiatedand there may be changes to employee's job titles, duties, FLSA status and possibly salary.

    State Center Community College District is an Equal Opportunity Employer. It is the policy of State Center Community College District to provide all persons with equal employment and educational opportunities without regard to race, ethnicity, national origin, gender, age, disability, medical condition, marital status, religion or similar factors as defined by law. We are a Title V employer.

    To Apply, visit:

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    Job No:
    Posted: 11/2/2018
    Application Due: 11/30/2018
    Work Type: