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Benefits Administrator & HR/Risk Management Generalist
Anaheim, CA 92802 United States
The hourly wage range for this part-time (30 hours per week), non-exempt position is $15.00-$20.00/hour
HR Generalist - non exempt
The Anaheim YMCA is a non-profit community organization seeking candidates who know overall benefits administration, general labor laws and safety/risk management policies/procedures. The YMCA is a great place to work!
Under the direction of the Department Director will coordinate all benefits including health, dental, vision, Basic Life, AD&D, COBRA, Retirement Fund, all LOA’s, OSHA, SDI, UI, I-9, ADA, Workers’ Compensation processing/tracking/compliance. Will also perform employee file maintenance/auditing. Will conduct all New Employee Orientations. Will perform other H.R./Risk Mgmt. related functions including but not limited to recruitment, new hire/termination processes, employee relations, policy/procedure development/research. Will also assist Director with HR/Risk Management special projects/tasks as needed.
1. YMCA LEADERSHIP COMPETENCIES
The Anaheim Family YMCA is committed to developing cause-driven leaders at all staff levels. We utilize the Leadership Competency Model of the YMCA of the USA (Y-USA), which combines formal training, on-the-job development and coaching. This provides a foundation for Y staff to expand and enhance knowledge, skills, and abilities in order to further develop in a current role or prepare for a more advanced position. As a cause-driven leader, you help create important community change that nurtures the potential of kids, promotes healthy living, and fosters a sense of social responsibility.
The Y’s Leadership Competency Model is organized by four leadership levels: Leader, Team Leader, Multi-Team or Branch Leader, and Organizational Leader.
Below are the core YMCA Competencies that pertain to your current leadership level:
Accepts and demonstrates the Y’s values. Demonstrates a desire to serve others and fulfill community needs. Recruits volunteers and builds effective, supportive working relationships with them. Supports fund-raising.
Works effectively with people of different backgrounds, abilities, opinions, and perceptions. Builds rapport and relates well to others. Seeks first to understand the other person’s point of view, and remains calm in challenging situations. Listens for understanding and meaning; speaks and writes effectively. Takes initiative to assist in developing others.
Makes sound judgments, and transfers learning from one situation to another. Embraces new approaches and discovers ideas to create a better member experience.
Establishes goals, clarifies tasks, plans work and actively participates in meetings. Follows budgeting policies and procedures, and reports all financial irregularities immediately. Strives to meet or exceed goals and deliver a high-value experience for members.
Pursues self-development that enhances job performance. Demonstrates an openness to change, and seeks opportunities in the change process. Accurately assesses personal feelings, strengths and limitations and how they impact relationships. Has the functional and technical knowledge and skills required to perform well; uses best practices and demonstrates up-to-date knowledge and skills in technology.
2. LIVING THE Y BRAND
As employees of the Y, it is our collective responsibility to understand the Y brand and present ourselves as a unified cause with shared values and a common voice. This provides us with a platform to advance our mission, protect reputation, increase member involvement, and encourage support, volunteerism and advocacy in our community.
Our Brand Promise:
The Y is a powerful association of men, women and children of all ages and from all walks of life joined together by a shared passion: To Strengthen The Foundations of Community.
The Y is focused on three primary areas: We are for Youth Development, Healthy Living and Social Responsibility. We ensure that every individual has access to the essentials needed to learn, grow and thrive.
The Y’s core values are the shared beliefs and essential principles that guide our behavior and interactions with each other and our decision making. The Y’s four values are taught and modeled in all we do:
• CARING: Show a sincere concern for others
• HONESTY: Be truthful in what you say and do
• RESPECT: Follow the golden rule
• RESPONSIBILITY: Be accountable for your promises and actions
At the Y, it is important that we all speak in one “voice.” Our voice is defined by five key characteristics:
• NURTURING: We care for, support, and help develop through encouragement
• GENUINE: We are honest and open with others
• HOPEFUL: We take an optimistic or positive view of future outcomes
• DETERMINED: As the world continually changes, we remain steadfast in devoting full strength and attention toward each person’s development
• WELCOMING: We accept everyone eagerly, warmly, hospitably, and as equal participants
A. Responsible for coordination of employee benefits to include annual open enrollments/renewals of health, dental, vision, basic Life/AD&D, COBRA, National YMCA Retirement Fund and other benefits the employer offers.
B. Assist eligible employees with completion of health/dental/vision/ life, retirement, etc. enrollment forms.
C. Submit appropriate paperwork to accounting for payroll deductions.
D. Maintain excel spreadsheet for eligibility/enrollment for health insurance on a monthly basis.
E. Submit appropriate employee insurance enrollment paperwork to insurance broker either by scan/email or via online methods (Benelink software) directly to insurance carriers.
F. Process/tracking/compliance of all workers compensation claims, unemployment insurance claims, state disability claims/issues.
G. Process all LOA’s including but not limited to: PDL, PFL, FMLA, CFRA
H. Administer COBRA in conjunction with 3rd Party Administrator.
I. Review/reconcile monthly insurance premium invoices for accuracy, making necessary changes-submit to Director for final approval then submit to accounting for final processing/payment.
J. Interface with benefits providers when necessary.
K. Assist Director in obtaining outside insurance broker(s) for price comparisons of other plans and available services of other providers as needed.
Human Resources Functions/Risk Management:
A. Responsible for intake of all applications/resumes and match to current openings.
B. Input of all applications/resumes on applicant tracking system
C. Disseminate applications to appropriate Directors for interview process.
D. Process denial letters as needed.
E. Tracking of all monthly new hires/terminations on internal HRIS reporting/tracking system.
F. Tracking of all Anaheim Achieves Department staff on Applicant Tracking spreadsheet.
G. Process/file employee related documents including but not limited to: personnel action forms (PAF’s) for wage, position, address changes, leaves of absence for medical or personal reasons after approval of the H.R. Director
H. Schedule newly hired employees for new hire paperwork process and facilitate the new hire process from start to finish.
I. Ordering of staff uniform shirts from designated vendor and maintain current inventory.
J. Maintain/update all employee files according to current labor laws.
K. Responsible for completing/posting/removal of annual OSHA Logs and updates of Labor Law Posters at all sites.
L. Generate all monthly departmental reports including but not limited to: new/term hire report, Employee headcount-FT/PT, monthly anniversary/service report for service certificates, health insurance matrix, etc.
M. Conduct New Employee Orientations monthly including at least one evening orientation-includes making conference room reservations, set up, ordering food/refreshments, computer/equipment set up/take down, preparation of NEO packets and facilitation of presentation itself.
N. Assist in organizing/facilitating/tracking of other employee trainings such as child abuse prevention, safety, sexual harassment prevention, etc.
O. Maintain employee recognition processes through generation of monthly service award certificates, annual service awards, etc.
P. Process all terminations under the direction of the H.R. Director including processing necessary termination/exit documents.
Q. Assist Director with employee relations including counseling, write ups, etc.
R. Follow all Anaheim Family YMCA policies and procedures including those related to safety/risk management.
S. Recruit, train and provide daily work direction to all H.R. Interns in conjunction with the Part-Time H.R. Coordinator
A. Responsible for placement of ads in a variety of venues depending on positions open including internet advertising, and other publications.
B. Update internal job listing as needed and notify Communications & Marketing Department to update the YMCA website for any open positions.
C. Screening of potential candidates through review of resumes and/or employment applications.
D. Coordinate all pre-employment and post employment testing including DOJ/FBI background checks, drug, alcohol, tb screenings
E. Conduct personal reference checks and employment verifications for applicants who pass interview process as needed.
F. Maintain all applications, denial letters and advertisements for two years; shred applicant documents after two years if not hired or as required by current labor laws..
A. Assist Department Director with any special projects as it relates to HR/Benefits/Risk Management functions including but not limited to employee handbook annual update, IIPP (Injury/Illness Prevention Plan) development & updating documents in general, wage & salary administration, employment application updates, etc.
B. Attend and participate in YMCA special events as needed/ assigned by Director.
C. Other duties as assigned by Department Director related to benefits, human resources and risk management.
Education, training, experience:
As a full-time, non-exempt employee, you are required to log all work time daily in the AOD (Attendance on Demand) computer system. You must clock in on time and clock out on time for your daily shift. If you need to leave for any reason or make any revisions to your work schedule, you must notify the Director in advance for approval.
Work Schedule Variances:
You are not to attend school or have another job during regularly scheduled YMCA work hours.
Notify your Director as soon as possible in the event of any absence from work by telephone call to the office or their cellular #. If the Director cannot be reached, then contact the VP of Administration/CFO. When you return to work you must go into the AOD system and log in the absence.
You must have a professional appearance at all times Clothes and personal appearance should be neat and clean. Casual business attire dress code is on Friday’s.
You are to be on time to work and any meetings. You are to submit paperwork on time and according to established schedules. If there is a deviation to getting something done on time, notify Director immediately.
Daily assigned work is to be completed correctly, accurately, with careful attention to detail, and must be legible.
Keep your Director informed of progress, issues, and concerns regarding daily work/projects. The Director cannot be helpful or supportive if he/she does not know what you need or is caught off guard. Keep good communication with the Director and co-workers to avoid issues.
Policies and Procedures:
You are expected to be familiar with all policies and procedures, follow them yourself and enforce them with fellow staff. Do not revise/change policies or procedures without the permission of the Department Director.
You are to display a positive attitude toward your position, the YMCA, fellow staff at all levels, Board members, and collaborative partners. Avoid any conversation that is not supportive of the YMCA, its programs or staff. Sharing of conflicts, issues, suggestions with the department director is encouraged.
All matters pertaining to personnel issues are to be held in the strictest of confidence. Only those who need to know are to be included in discussion of any confidential information about employees. Consult with the Department Director when in doubt in sharing any employee information with anyone.
Being in the HR Department, you are a role model for all fellow staff. You are expected to behave according to the YMCA pillars of character (Caring, Respect, Honesty, and Responsibility) and be professional at all times and demonstrate cooperation and constructive problem solving with all you come in contact with.
A. Responsible for the professional writing of correspondence, including but not limited to:
• Job announcements
• Job descriptions
• Employment verifications/references
• Documentation for any benefits, workers compensation, unemployment, SDI or LOA claims
• General department correspondence
• Writing of various departmental policies and procedures
General Office Responsibilities:
A. Keep inventory of necessary office supplies.
B. Maintain neat/organized work area at all times and maintain confidentiality of all employee related documents/files.
C. Assist H.R. Director in keeping their work environment organized.
D. Schedule meetings for Director as requested.
All matters pertaining to employees, program participants or members are to be held in the strictest of confidence. Only those who need to know e.g., program management, human resources staff, is to be included in discussion of confidential information about employees, participants or members.
Safety/Risk Management Responsibilities
A. Assure the health and safety of yourself and fellow employees by following health and safety practices and procedures at all times.
B. Child Abuse Prevention-All employees must be trained on child abuse prevention and know signs of child abuse including child to child abuse/bullying. All childcare providers in CA are state mandated reporters and as such must report any suspected child abuse. Notify Director immediately of any suspected child abuse in any program/department.
C. Universal Precaution/Bloodborne Pathogens-Be sure to use proper protection-gloves, face mask/CPR shield if necessary to avoid exposure to blood or other bodily fluids. Notify Director immediately upon exposure for treatment and follow-up.
D. Hazard Communication-Notify Director of any chemical spills or hazardous equipment or observation of other hazards at the work site.
E. Crisis Communication-Know the procedures in case of an emergency or disaster situation and be available to help others.
F. If a child is injured, the Site Director will call 911 (if necessary if serious injury) & ensure timely notification to parents is also made and that proper treatment/follow up is provided and all proper reports are submitted to H.R. immediately for processing. Another staff person is responsible for processing and tracking all participant injuries-this is FYI only.
G. If an employee is injured, call 911 (if necessary if serious injury); or staff is to report it to their Director immediately to ensure timely treatment/follow up is provided. The Director completes the First Report of Injury report and submits to HR for further processing. You are responsible for notification to WC insurance carrier and further processing/tracking of all claims.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit; stand, walk, reach with hands and arms, use hands to finger, handle, or feel; speak and hear. The employee is occasionally required to climb or balance and stoop, kneel, crouch or crawl. The employee must regularly lift and/or move or carry up to 25 pounds.
The work environment characteristics here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate. The pace is rapid and face paced with brief short-notice and/or changing deadlines. Accuracy, thoroughness and full attention to detail/follow-through is paramount.
NOTE: It may be necessary from time to time, due to department/program requirements, to change/modify the essential functions.
Must be able to:
A. Manage the day-to-day functions of departmental needs/issues.
B. Develop and maintain an effective employee records system to meet YMCA reporting requirements and all applicable legal requirements. Must be able to prepare and submit necessary reports and surveys.
C. Must possess the professional demeanor to work effectively with all levels of staff.
D. Must be able to maintain professionalism and confidentiality at all times.
E. Must be proficient in MS Word, Excel, Outlook and Internet usage/research.
F. Must have working knowledge of HRIS systems.
G. Working knowledge of PowerPoint or other software applications preferred.
H. Must possess excellent verbal and written communications skills.
I. Must possess excellent organizational skills, ability to multi-task & problem solve with little direction and with great attention to detail.
J. Possess/provide proof of a valid/current California Driver’s License or other valid state driver’s license or have the ability to have transportation to all program sites, attend meetings/trainings on a daily basis. As a designated YMCA Business Driver, must also provide annually proof of minimum California vehicle insurance coverage and maintain approved/acceptable driving record. An annual MVR (Motor Vehicle Report) will be done by the Y. Employees who are Y Business Drivers who do not maintain an acceptable driving record may be prohibited from being a YMCA Business Driver which could affect employment status.
A. Must be at least 18 years of age.
B. Must have a High School Diploma or G.E.D.
C. A.A. or B.A. degree preferred.
D. Must have at least two years work experience with Benefits Administration, H.R. /General Labor/Risk Management Laws and related functions.
E. Prior work experience with non-profit organizations preferred.
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