Human Resources Specialist - Leaves and Benefits Coordinator

Salary: $41.79 - $50.79 Hourly
Location : Seattle, WA
Job Type: Civil Service Exempt, Regular, Full-time
Remote Employment: Flexible/Hybrid
Job Number: IC #38-24 (2)
Department: The Seattle Public Library
Opening Date: 02/10/2025
Closing Date: 2/17/2025 5:00 PM Pacific

Position Description
Invitation to Compete #38-24 (2): HR Specialist - Benefits and Leaves Specialist
Central Library, Human Resources Division
Regular, FLSA non-exempt, full time (40 hours per week)
Salary range: $41.79 - $50.79 per hour

This recruitment is open to the public and to The Seattle Public Library's employees. Please read the How to Apply section of this bulletin for more information. Please submit your application, cover letter and resume in NEOGOV by 5:00 p.m. on February 17, 2025, tobe considered.
Overview

The Seattle Public Library's mission is to bring people, information, and ideas together to enrich lives and build community. We view Seattle as a city where imagination and opportunity continue to thrive.
The Library works every day to foster and support a healthy city and a healthy democracy. We do this work guided by the principles of intellectual freedom, literacy and the love of learning, racial equity, privacy and confidentiality, respect for the community, strong partnerships, and innovation. We are an active and committed partner in the City of Seattle's Race and Social Justice Initiative.
Library employees are highly regarded by the public for their knowledge, quality of service and caring. As a workplace, we value respectful and transparent communication, partnership, and engagement. We are enriched individually and organizationally because of our diversity and growth mindset. We take time to recognize and celebrate the achievements of others.
If you share these values and meet the qualifications, the Library invites you to apply for the Benefits and Leaves Specialist position.

The Human Resources Division is one of four divisions that reports to the Chief Librarian and is responsible for:

• Compensation and Payroll
• Employee and Labor Relations
• Employee Benefits and Leaves
• Human Resources Data Management and Analytics
• Learning and Development
• Occupational Safety and Health
• Performance Management
• Talent Acquisition and Employment
• Volunteer Services and Internships
• Workforce Development

The Benefits and Leaves Specialist reports to the Human Resources Manager. The primary focus of this position is on administering employee leaves, benefits, worker's compensation, wellness programs and related HR functions in the Library. This position will support the reporting of information from the human resources information system (HRIS) and providing backup support for the processing of the Library's ADA and related activities. The position also serves as a liaison between the Library and the Worker's Compensation and Benefits Unit in the Seattle Department of Human Resources.
The responsibilities of the position are performed within a variety of deadlines and cycles, many of which are externally imposed and inflexible. Work must be planned and organized accordingly. An important characteristic of the work is that the information that the position deals with is highly confidential and sensitive.
The ideal candidate will be an individual with the professional-level skills and abilities needed to effectively administer benefits, leaves, worker's compensation, functions in the Library. To perform in this role, the individual must combine knowledge of benefits, payroll and leave administration with HRIS/Workday functions. This position requires a well-organized, detail-oriented, self-directed, and compassionate individual who is also committed to working collaboratively in an open space and team environment. Additionally, this position backs up the ADA coordinator.
The Human Resources team members work a hybrid schedule, with a combination of in-office and remote, telework days. The current minimum in-office requirement is 2 days per week, with additional days as operationally necessary. In-office requirements are subject to change. Accommodations are considered on a case-by-case basis. The Human Resources Specialist will work from a home location at the Central Branch but is expected to travel to all 27 branch locations on an as-needed basis.
Job Responsibilities
Leaves and Benefits Coordination: Support the administration of the Library's various leave provisions and policies, as well as the coordination of employee medical leaves, such as FMLA and other City leave programs. As needed, assist with employee ADA accommodations. Assume a lead role in communicating changes in the benefit plans, policies and procedures to the Library's administration and staff by developing informational materials, presentations and providing consultation for individuals. Maintain current information on the Benefits and Health & Wellness pages on the Library's intranet for employees.

• Process employee requests for various types of leave (e.g., FMLA, parental leave, short-term disability, paid/unpaid leave, jury duty, military leave, etc.).
• Review and verify eligibility for leave, ensuring compliance with relevant laws and policies.
• Maintain accurate and up-to-date records of leave balances, usage, and documentation.
• Coordinate with employees, managers, and other departments to manage and track leave status and timelines.

• Main point of contact for benefit programs, including health insurance, dental, vision, life insurance, short- and long-term disability, and other voluntary benefits.
• Ensure the timely enrollment, modification, and termination of benefits coverage for employees.
• Coordinate the annual open enrollment process, including communicating deadlines, organizing benefits fairs or informational sessions, and ensuring employees have the necessary resources to make informed decisions.

Communication & Support

• Serve as a point of contact for employees to answer questions regarding leave policies, procedures, and eligibility requirements.
• Provide guidance and support to employees navigating the leave process, including ensuring timely submission of required documentation.
• Notify employees and supervisors about upcoming or extended leaves and coordinate temporary staffing solutions when necessary.

• Serve as the main point of contact for employees with questions about their benefits, explaining benefits options, eligibility, and enrollment processes.
• Conduct regular benefits orientations or presentations for new employees and assist with open enrollment periods to ensure employees fully understand their options.
• Provide guidance on claims, coverage questions, and benefits usage to ensure employees understand how to navigate their benefits effectively.

• Identify and recommend new work processes and systems. Participate in the revision of Human Resources policies, procedures and forms, as assigned.

Reporting

• Prepare regular reports on leave balances, trends, and utilization for HR leadership and management.
• Track leave patterns to identify potential issues and recommend process improvements as needed.
• Provide leave data to assist with workforce planning and make recommendations for policy updates or improvements.
• Prepare and submit periodic reports on claims status, trends, and outcomes for management review.
• Track and report workers' compensation claims data to ensure compliance with OSHA and other regulatory reporting requirements.

Policy & Procedure Maintenance

• Assist in the development, implementation, and review of company leave policies to ensure consistency and compliance with all applicable laws.
• Assist with updates to leave-related policies based on legal changes, industry best practices, or needs.

Cross-Department Collaboration

• Collaborate with payroll to ensure accurate and timely processing of leave-related pay (e.g., pay continuation during all types of leaves or short-term disability).
• Work with managers and supervisors to ensure that leave is appropriately managed and that employees' timesheet are completed during their absence.

Confidentiality & Sensitivity

• Handle all employee leave-related matters with a high degree of confidentiality and sensitivity, particularly in relation to medical or personal information.
• Ensure that employees' privacy rights are respected throughout the leave process.

Employee Benefits Education & Wellness Initiatives

• Promote wellness initiatives and other employee benefits programs to improve employee health, productivity, and well-being.
• Work with internal communications to regularly promote benefits and wellness programs through emails, intranet posts, or employee events.
• Promote wellness challenges, health screenings, or other employee engagement initiatives that contribute to overall employee satisfaction and health.

HR Support: Assist ADA coordinator with reasonable accommodation tasks. Assist with HR projects and initiatives as assigned. Provide HR support as needed and assigned by HR Manager and HR Director. Work independently and as part of a team. Ability to work with limited supervision. Core duties may be reassigned as operationally necessary.
Qualifications
Application materials should demonstrate that a candidate possesses the following experience and qualifications:
Commitment to Advancing Racial Equity and Social Justice Principles: Basic understanding of the City's Race and Social Justice Initiative. More information can be found through the City's webpages for RSJI and the Office of Civil Rights - and

Education: A baccalaureate degree in business or public administration, education, human resources, liberal arts or social sciences is preferred.
Experience: Three years of professional level work experience in the human resources field, with an emphasis in benefits and leave administration functions. Experience with Workday is highly preferred. Experience in a public sector and unionized environment is desired. Experience
Skills & Abilities

• Strong understanding of HR policies, benefits, and leave laws.
• Exceptional organizational skills and attention to detail.
• Excellent organizational skills with the ability to handle multiple projects and priorities simultaneously.
• Exceptional communication skills, both written and verbal, with the ability to explain complex benefits information in an accessible manner to employees at all levels.
• Ability to handle sensitive and confidential information with discretion.
• Proficiency with HRIS, payroll software, and Microsoft Office Suite (Excel, Word, etc.).
• Ability to work independently, prioritize tasks, and manage deadlines.
• Strong understanding of the workers' compensation process and regulations.
• Excellent organizational and time management skills, with the ability to manage multiple claims simultaneously.

Communications: Excellent written, verbal and interpersonal communication skills, including ability to communicate sensitive and technical information to Library employees in a respectful and caring manner, to develop detailed and technical written materials, to provide presentations and participate in training. Ability to work cooperatively with a wide variety of groups and individuals.
Tact, Diplomacy and Confidentiality: Ability to exercise discretion, tact and diplomacy in the handling of sensitive and confidential employee benefits and medical information. Ability to maintain strict confidence in performing job duties.
Analytical and Organizational Skills: Ability to identify information needs and develop effective strategies. Ability to gather and analyze data from a wide variety of sources, use various analytical methods and interpret information for others. Emphasis is on analytical skills in areas of benefits, leave administration and payroll. Able to prioritize multiple job requirements and tasks and to ensure effective action and follow-through.
Preferred Qualifications:

• Experience working with Workday from a HR perspective.
• Experience with disability claims or workers' compensation processes.

Additional Information
How to Apply

Candidates who meet the qualifications are asked to submit the following items in NEOGOV by 5:00 p.m. on February 17, 2025 to be considered for this position.

Complete online application including full responses to all supplemental questions.

A cover letter that describes how your experience and skills align with the stated job responsibilities and qualifications. Please let us know why you are interested in this position. One page maximum.

Current resume that summarizes relevant education, professional experience, training, and skills. No page limit.

Applications that do not include a cover letter, resume, and complete online application will not be considered.

Applicants will be screened for competitiveness, completeness, and written communication skills. Initial screening will be based on a review of application materials. The employment history detailed in your application materials MUST validate/support your responses to the supplemental questions. If your responses cannot be validated, you will not proceed to the next steps of the review/selection process. The most competitive candidates will be invited to participate in a series of one or more interviews.
Benefits and Salary Information
The full salary range for this position is $41.79 - $50.79 per hour.
The City of Seattle offers a comprehensive benefits package including vacation, holiday, and sick leave as well as medical, dental, vision, life, and long-term disability insurance for employees and their dependents. More information about employee benefits is available on the City's website at:

Information about retirement plans can be found at:
Additional Information

If you have questions regarding this bulletin or employment at The Seattle Public Library, please send an email to The Library promotes diversity and inclusion in employment. If accommodations are needed during the selection process, please contact us.
Please keep in mind that job offers are contingent on a review of criminal history, affirmative professional reference checks, as well as verification of any and all information provided by the candidate as part of the application process.
The City of Seattle offers a comprehensive benefits package including vacation, holiday and sick leave as well as medical, dental, vision, life and long-term disability insurance for employees and their dependents.

More information about employee benefits is available on the City's website at:
01

I attest that the information detailing my work experience and information provided in my application is accurate.

• Yes
• No

02

Are you a current or former City of Seattle or Library employee?

• Yes
• No

03

Do you have a high school diploma or equivalent?

• Yes
• No

04

Do you have a least 3 years of professional Human Resources level work experience with a focus on leave administration? If yes, please provide a brief description and list the related job titles noted on your application where this experience was gained. Please type N/A for no experience.
05

Do you have experience processing benefits? If yes, please list the related job titles listed on your application where this experience was gained. Please type N/A for no experience.
06

Do you have experience with reasonable workplace accommodations?

• Yes
• No

07

Do you have experience with Workday from a Human Resources employee perspective?

• Yes
• No

08

Please briefly describe your specific interaction with Workday. If no experience, type N/A.
Required Question