Staff Assistant

Posting Details

College Information

Peralta/College Information

District Office

The Peralta Community College District is a two-year college system, dedicated to providing comprehensive educational and community services to the communities it serves, including the cities of Albany, Alameda, Berkeley, Emeryville, Oakland and Piedmont California. The District enrolls over 25,000 students in a broad range of transfer and occupational curricula. The colleges in the District include College of Alameda, Laney College, Merritt College and Berkeley City College, which operate under the governance of a seven- member Board of Trustees and are administered by a Chancellor/Superintendent.

Position Information

Job Title Staff Assistant (Temporary Position) Time Base Up to 40 hrs/week as needed Compensation $20.77 - $26.22 Position Type Classified Department Employee Relations (133) City Oakland State CA Job Description Summary

Under general supervision, the Staff Assistant/Benefits performs clerical and technical work in providing administrative and technical support to the department, and performs a variety of duties related to the efficient and effective functioning of the office and service to employees and external business partners.

Duties & Responsibilities

To perform this job successfully, an individual must be able to perform each essential duty of the position satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions required for the position.

* Responsible for administrative support services for the Benefits Office in the areas of benefits administration, benefits enrollment processing, record keeping and information distribution to vendors, District employees, retirees and various external agencies and internal constituents.
* Serve as resource to managers, faculty and classified staff, unions and the general public by relaying messages, answering questions, clarifying information, responding to requests, resolving problems, explaining District policies and procedures or referring callers to the appropriate person. Screen incoming calls, providing information as appropriate, or taking accurate and complete messages.
* Assists the Benefits Manager in the administration of the District's employee benefits plans, including health, dental, vision, life, tax sheltered annuities and COBRA; provides new employees information on benefit plans and enrollment decisions required; processes new employee enrollments and enrollment changes and enters enrollment data.
* Initiate, review and process requisitions for invoices, supplies, and equipment for the office and check for accurate coding and completeness. Maintain records for invoices, supplies, equipment, vendor files, etc.
* Perform research, compile statistics, analyze data, and perform other work related to a variety of employee matters, negotiations and collective bargaining agreements. Perform research and other work related to a variety of confidential matters including those pertaining to employees and retirees.
* Analyzes and audits monthly insurance claims; prepares invoices for claims payments and submits to accounts payable; mails checks to carriers.
* Reconciles vendor billings to HR database information.
* May assist in monitoring benefits related expenses. Check accuracy of allocations and expenditures; monitor expenditures; maintain internal accounting systems and procedures; track unit expenses and provides status reports.
* Establish and maintain extensive and complex file systems including a document history library.
* Supports the administration of the District's tax sheltered annuity (TSA) program; answers questions regarding the process and resolves problems as needed.
* Administers retiree enrollments in District health plans, including establishing participant accounts and collecting and processing premium payments; notifies participants of Medicare eligibility; advises carriers of participant changes.
* Coordinate and support the department's activity and appointment calendar which includes time management, on and offsite meeting arrangements, workshop conferences, staff meetings, and appointments.
* Perform a variety of complex, difficult and responsible administrative support duties; and type a variety of correspondence, memoranda, reports, statistical reports and other confidential materials.
* Assists with preparation of presentations, spreadsheets, reports, and a variety of planning and communications documents. Collects and compiles statistical data and other information for inclusion in ad hoc and periodic reports.
* Primary point person for receiving and processing employee address changes with benefit plan vendors.
* Support internal and external communication channels by updating website, list serves and data security files.
* Take/transcribe minutes of meetings and post to the HR/Benefits website.
* Communicates with the Information Technology and Facilities departments to follow-up on service requests.
* Operates a personal computer, copiers, facsimile machines, and other office equipment.
* Assists with all functions of the District Human Resources Department as needed.
* Performs other related duties as assigned.

Minimum Qualifications

1. Three (3) years of clerical and technical experience in general office work, or an equivalent combination of training and experience that could likely provide the desired knowledge, skills and abilities necessary to perform the duties of the position.

2. Knowledge and demonstrated proficiency in the utilization of standard office productivity software programs (e.g., MS Word, Excel, Outlook, and PowerPoint), email, personal computers, and other standard office equipment. Ability to type accurately from clear copy. A word processing and/or spreadsheet skills assessment may be given.

3. Demonstrated ability to maintain confidentiality at all times, handle sensitive personnel matters, and respond to employee and public personnel inquiries with sensitivity, tact and diplomacy.

4. Understanding of, sensitivity to, and respect for the diverse academic, socioeconomic, cultural and disability and ethnic backgrounds of community college students.

Desirable Qualifications

* Possession of an Associate's or Bachelor's Degree from an accredited college in business, education, or a related field.
* Experience working in a Community College environment.
* Experience with medical billing.
* Experience working in an environment that requires handling of sensitive and confidential information with discretion, tact, and diplomacy.
* Demonstrated proficiency in correct English usage, report writing and customer service techniques.
* Human resources Benefits experience in an educational or public sector environment.
* Demonstrated ability to interpret and apply a variety of rules, policies and procedures related to HR Benefits administration. Ability to learn new skills, acquire new knowledge, and readily assimilate new information.
* Demonstrated ability to meet deadlines and work under pressure, including the ability to perform and complete a high volume of work assignments with speed and accuracy, work cooperatively with others and meet the public, employees and managers showing courteousness and a high-level of professionalism.
* Ability to maintain well organized and extensive filing systems for multiple projects.
* Knowledge of:

Laws, regulations, rules, and policies related to ERISA, COBRA, Section 125, 403(b) and 457 plans

Practices and trends in the particular field of assignment

Full-cycle annual open enrollment process including planning, enrollment, employee plan updates and recordkeeping

Familiarity with basic accounting and payroll policies and procedures

* Ability to:

oDevelop and evaluate alternatives for possible courses of action

Interpret and apply collective bargaining agreements

Prepare detailed reports and recommendations

Establish and maintain cooperative relationships with others

Communicate effectively, both orally and in writing

Environmental Demands

* Occasional work performed alone
* Constant work around and with other people

Other Requirements

* occasional standing, walking, stooping, kneeling, squatting, and climbing stairs
* occasional lifting and carrying up to 15 lbs.
* occasional pushing and pulling up to 20 lbs.
* occasional twisting of body
* occasional use of manual dexterity
* occasional use of tactile acuity
* occasional use of visual acuity from a distance, with depth, and for color
* frequent work at a rapid pace
* frequent reaching, high, low, and level
* frequent audio acuity at all ranges, including speech
* frequent visual acuity for reading
* constant sitting
* constant use of clear oral communication
* flexibility or ability to respond to multiple demands

Tools & Equipment Used

* computer
* Facsimile machine
* Copier
* Printer
* standard office machines and equipment

Application Deadline Date Ongoing Open Date 06/27/2013 First Review Date Special Instructions to Applicants

Benefits Information

Benefits Information

Benefits Information

Temporary, non-academic employees are enrolled in a deferred compensation plan known as APPLE (Accumulation Program for Part-time and Limited-service Employees). Employees must make a 3.75% contribution each pay period, which is matched by a 3.75% contribution by the District.

Mission Statement

Applicant Documents

Required Documents

Optional Documents

* List of References
* Other Document
* Resume
* Cover Letter

Posting Specific Questions

Required fields are indicated with an asterisk (*).

* * How did you find out about the position?
* Asian Week
* California Community College Chancellor's Office website
* Career Builder
* Chronicle of Higher Education website
* Chronicle of Higher Education newspaper
* Community College Times
* Craigslist
* Diverse Issues in Higher Education
* Hispanic Outlook in Higher Education
* Job Fair, Conference or Workshop
* Local Newspaper (Oakland Tribune, SF Chronicle, ect)
* Peralta Jobs Website
* Walk-In (PCCD Office of Human Resources)
* Women in Higher Education
* Word of Mouth
* 24-Hour Job Line
* Other


* If you chose "Other" as your answer for the above quesiton, please provide details

(Open Ended Question)