Temporary - Part-Time Benefits Assistant; Human Resources

JOB TITLE: HR Associate - Leave Specialist

DIVISION: Division of Human Resources

FLSA STATUS: Non Unit Classified/Confidential - Nonexempt

HOURS: Part-Time (30 hours per week)

GENERAL STATEMENT OF DUTIES AND RESPONSIBILITIES:

The Human Resources Associate is integral in delivering administrative assistance to the Benefits Manager and the Human Resources Office. This role encompasses conducting research, managing communications, safeguarding confidential records, and drafting correspondence related to FMLA, PFML, and other internal leave initiatives. The Human Resources Associate is tasked with ensuring effective communication with representatives from various state agencies, higher education institutions, union officials, and members of the UMass Dartmouth management team and UMass System.

This position necessitates access to sensitive information, including grievances, arbitrations, and collective bargaining issues on behalf of the Administration. A strong commitment to confidentiality, discretion, and customer service is vital, designating this role as a confidential employee under M.G. L. Chapter 150E, Section 1.

SUPERVISION RECEIVED: The Human Resources Associate reports to the Assistant Director Human Resources.

EXAMPLES OF DUTIES (Essential Functions):

• Supports and manages the Family Medical Leave Act (FMLA), Paid Family Medical Leave (PFML), and Employee Sick Leave Banks.
• Addresses inquiries related to attendance records, leave status, payroll issues, and benefits as necessary. Supplies required documentation from employee personnel files, attendance records, and other authorized sources to resolve issues through physical documentation or electronic means such as email and spreadsheets.
• Evaluate and approve leave requests in line with company policies and federal/state regulations, ensuring all necessary documentation is thorough and precise.
• Engages with employees to clarify leave entitlements, procedures, and required documentation, promoting understanding and transparency.
• Collaborates with the payroll department to ensure accurate monitoring and compensation for leave periods, including adjustments for partial leaves or return-to-work situations.
• Works with managers and HR to maintain appropriate staffing levels during employee absences, including arranging temporary replacements or reallocating workloads.
• Oversees ongoing leave cases, including long-term or intermittent leaves, to manage extensions, return-to-work processes, and compliance with relevant laws.
• Assists in investigating any disputes or grievances related to leave requests or denials, striving to resolve issues fairly and legally.
• Maintains confidentiality and manages records such as employee personnel files (both temporary and permanent), medical records, sick leave banks, and attendance logs.
• Operates in accordance with established University and departmental policies, as well as state and federal regulations.
• Provide support to the Benefits Manager and other functions within the Human Resources department.
• Carries out various clerical tasks for benefits programs, utilizing software tools such as Word, Excel, and databases to create letters, documents, and graphics, as well as performing filing duties.

MINIMUM QUALIFICATIONS:

• A minimum of three years of full-time or equivalent part-time experience in Human Resources or within a large organization is required.
• Previous experience in managing leave processes is essential.
• Familiarity with HRIS systems is necessary.
• Strong oral and written communication skills are a must.
• The candidate should be capable of working independently, demonstrating initiative, and exercising sound judgment.
• Discretion in handling confidential information is crucial.
• The ability to address sensitive employee matters professionally is required.
• Candidates must be adept at multi-tasking and managing competing deadlines effectively.
• A solid understanding of general office procedures is expected.
• Proficiency in performing mathematical calculations using formulas is necessary.
• The ability to follow both oral and written instructions is important.
• Candidates should be skilled in gathering information through record…