Position Type:
Administrative Support Services/Specialist
Date Posted:
6/8/2023
Location:
Central Administration
Date Available:
When Filled
Closing Date:
When Filled
Job Title: Insurance Specialist
Location: Central Administration Building
Department: Human Resources
Reports To: Human Resource Director
Supervises: N/A
Terms of Employment:
Full Time
Months Per Year: 12
Hours Per Week: 40
Salary Classification: FIS-I, $23.22
Nature and Scope of Job:
To assist in the coordination, operation, and all facets of the day-to-day activities in the Human Resources Office and Business Office while promoting an atmosphere conducive to the effective operation of both offices and ensure optimal services are made available to all district personnel and the general public in a courteous and professional manner. Individual must be proficient in the handling of all Health Insurance, Life Insurance, Workers Compensation Insurance, and Unemployment Insurance, and bookkeeping matters; and have functional knowledge of Accounts Payable.
Job Functions
Essential Functions:
1. Maintains confidentiality of student and personnel information and records at all times.
2. Models, maintains and emphasizes established District policies.
3. Ensure timely and accurate reporting of data to Federal and State authorities.
4. Responds to inquiries from a wide variety of internal and external stakeholders (e.g. district-wide administration and personnel; government agencies; community organizations; benefactors/retirees; benefits providers, etc.) for the purpose of providing information; interpreting Human Resource Services policies and procedures; facilitating communication among parties; and/or providing direction.
5. Responds to and resolve difficult and sensitive inquiries and complaints.
6. Processes documents and materials for the purpose of disseminating information to appropriate parties.
7. Research information required to manage programs (e.g. relevant policies, current practices, etc.) for the purpose of developing new programs/services, ensuring compliance with legislative actions.
8. Responds to written and verbal inquiries from a variety of internal and external sources for the purpose of resolving problems, providing information and/or referring to appropriate personnel and/or identifying the relevant issues and recommending or implementing a remediation plan.
9. Participates in a variety of meetings for the purpose of developing recommendations and/or supporting other staff.
10. Serves as a liaison to schools and departments for the purpose of conveying and/or gathering information required for district operations.
11. Assists with investigating workman’s comp claims.
12. Responds to inquiries from employees and/or external parties (e.g. status of claims) for the purpose of resolving issues, facilitating communication among parties, and/or providing information or direction.
13. Coordinates the preparation and analysis of all insurance claims, student injury incidents, and OSHA reports for the purpose of ensuring the timely and accurate presentation of facts.
14. Assist with accurate input of insurance deductions in the District payroll system.
15. Ensure all employee data is documented, accurate, and updated in a timely manner.
16. Create and manage employee data collection and reporting processes specific to insurance, unemployment, and workman’s comp.
17. Apply Sweetwater County School District Number One’s record retention procedures.
18. Prepares information for the Board of Trustees Meetings as needed.
19. Coordinate with the IT staff to ensure that the District’s Employee Data System is functioning properly and accurately reporting district data.
20. Prepare and inform Chief Financial Officer and Human Resources Director of all reports
associated with School District Insurance to include:
a. Health insurance monthly updates of changes in employees filing status, a yearly summary of all covered employees, and special reports requested periodically.
b. Life Insurance monthly updates of employee coverage, a yearly report updating the insurance amount of all covered employees to correspond with their yearly salary, and reporting of beneficiary changes as requested by personnel.
c. Worker’s Compensation monthly report to the State Agency reporting all covered employees and their gross wage for the month; file all reports necessary for employees hurt or injured while on the job; report yearly to OSHA all work related injuries.
d. Correspondence and filing of Unemployment Insurance to the State Agency.
21. Code District Voucher Payments.
22. Assist with the Annual School District Audit and budget.
23. Uses positive verbal and non-verbal communication skills when working with District
personnel, vendors, and general public.
24. Maintain accurate files, records, and accounts.
25. Coordinate with the Chief Financial Officer and Director of Human Resources to
complete the following:
a. Process incoming worker’s compensation paperwork.
b. Follow up on insurance questions or concerns from employees/retirees.
c. Answer questions on Worker’s Compensation.
d. Respond to Unemployment Insurance requests for information.
e. Attend and take minutes at Insurance Committee meeting.
f. Conduct new employee orientation and additional sessions for benefits sign up.
26. Preparation of IRS Forms 1095
27. Write and post transfer checks on District accounts.
28. Assist with fingerprinting.
29. Increase marketing strategies and online resources to enable employees and retirees to
clearly understand and better utilize their health benefits and bring cost savings to the
plan.
30. Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the Business Office and Human Resource Office.
Other Functions:
1. Seeks additional tasks when assigned work is completed.
2. Performs any other duties as assigned by the Chief Financial Officer and Director of Human Resources.
3. Performs data entry using the ALIO System.
4. Prepares purchase orders and annual budget requests.
EMPLOYEES ARE HELD ACCOUNTABLE FOR ALL DUTIES OF THIS JOB
Job Qualifications
Knowledge, Skills and Mental Ability:
1. Possess a broad knowledge of district, state, and federal policies.
2. Possess technological and computer skills to present and organize data.
a. Knowledge of Microsoft Office.
b. Knowledge of the ALIO System.
3. Possess group dynamic and interpersonal skills.
4. Possess the ability to handle conflict resolution and de-escalate various situations.
5. Possess problem solving, imagination, patience, reasoning, creativity, judgment, consensus building and analytical abilities.
6. Possess an understanding of data collection and reporting of information.
7. Possess facilitation of large groups, organization and time management skills.
8. Possess initiative to accomplish tasks upon knowing the desired outcome.
9. Ability to think clearly and calculate accurately.
10. Possess the ability to read technical information and compose a variety of documents.
11. Adapt to changing work priorities.
12. Work flexible hours with frequent interruptions.
13. Knowledge of proper sentence structure, grammar, and spelling.
14. Knowledge of letter format.
15. Memory ability to comprehend all aspects of the job.
16. Ability to follow and successfully complete both written and oral directions.
17. Ability to work with people of various personality types.
18. Ability to use good judgment in making decisions daily.
19. Ability to enunciate clearly and communicate positively with the general public, co-workers, and District personnel throughout the work day.
20. Ability to maintain confidentiality.
21. Basic filing, organizing, record keeping, and clerical skills.
Minimum Requirements (Education, License, Certification, Experience or Formal Training):
Combination of education and work experience equivalent to or exceeding an Associate Degree in Accounting, Business, Human Resources or related field.
Proficient in computer software, typing.
Health Insurance related certifications desired.
Equipment Used:
Computer Telephone
Printers Copy Machine
Fax Machine
Physical Demands:
Lower body strength to stand/walk throughout the day.
Lower body strength to climb ladder or foot stool to reach files 5 feet high.
Upper body strength to lift 25 pounds and carry more than 20 feet throughout the work day.
Visual acuity and stamina to work at a computer monitor throughout the work day.
Standing for at least 10% of the work day.
Walking for at least 10% of the work day.
Sitting for at least 80% of the work day.
Environmental Demands:
Air conditioned building.
Occasional exposure to weather extremes.
Fluorescent lighting.
Exposure to visual display terminal.
Office area with noises from building traffic flow, phones, etc.