Benefits Assistant II

Salary/Position Classification

• $42,500+ dependent on experience, annual, Non-Exempt (Eligible for overtime)
• 40 hours per week
• This position will work onsite the Grand Forks, ND campus.

Purpose of Position

The primary purpose of this position is to support the University of North Dakota’s employee benefits and Human Resources operations by providing responsive employee service and maintaining accurate HR information and records. The position supports the efficient, accurate, and consistent delivery of HR and benefits services through routine administrative processes.

Duties & Responsibilities

• HR Records Management and Document Imaging of Benefits Documents:
  • Manage, scan and accurately index paper documents and the transfer of electronic documents into Perceptive Content, the University’s electronic personnel records system, in accordance with established procedures.
  • Maintain accurate electronic records of scanned documents.
  • Collaborate with CTS on the purging of employee files according to the current records retention schedule.
  • Provide guidance and training to departments on established electronic filing procedures for Perceptive Content.
  • Maintain purged files, deletion and training logs.
  • Respond to Open Records Requests by locating and providing responsive personnel records to Legal for review and redaction.
  • Provide backup support for scanning non-benefit related documents.
• Maintain Benefits email and Correspondence:
  • Maintain, and distribute benefits orientation invitations.
  • Monitor, respond to, and manage incoming benefits-related email inquiries.
  • Prepare, maintain, and distribute new employee benefits communications using established templates and procedures.
  • Prepare, maintain, and distribute off-boarding benefits communications using established templates and procedures.
• Benefits Team projects and backup:
  • Provide administrative support for the day-to-day operations of the Benefits team, including but not limited to data entry of benefits within the PeopleSoft HCM system.
  • Assist employees with accurately completing benefits and related forms as needed.
  • Provide administrative support during the annual Open Enrollment process, including employee assistance and related administrative tasks.
  • Support Affordable Care Act (ACA) reporting and eligibility processes to ensure compliance with federal requirements and in collaboration with Payroll Coordinator and NDUS, by running established queries, reviewing employee hours to identify non-benefited employees who may be eligible for ACA coverage, and provide eligible employees with information regarding their eligibility and enrollment.
  • Provide backup support for other Benefits Team functions as needed.
  • Participate in Benefits Team projects and other related administrative activities as assigned.
• Payroll functions - Administer garnishment, child support and general deductions:
  • Receive and process garnishments and child support orders for UND, CTS and NDUSO employees.
  • Receive and process general deductions as requested by UND, CTS and NDUSO employees.
  • Assist employees with inquiries regarding garnishments and provide appropriate forms and information.
  • Maintain and reconcile garnishment account balances.
  • Run reports and mail garnishment, child support, and general deductions checks in a timely manner.
  • Maintain worklist for employee terminations.
• Flexible Spending Account Liaison and Other Duties:
  • Serve as liaison between UND employees and the FSA vendor regarding their flexible spending accounts.
  • Assist and coordinate the annual open enrollment activities for the flexible spending program.
  • Respond to employee inquiries as to eligibility of benefits and other inquiries related to the flexible spending program.
  • Prepare vouchers and journal entries as needed.
  • Reconcile FSA-related reports.
  • Complete administrative activities related to closing out of prior plan years.
  • Provide backup support for the front desk as needed. 

Required Competencies

• Customer Service: Provides timely, professional, and accurate assistance to employees while maintaining a service-oriented approach.
• Communication: Demonstrates strong written and verbal communication skills, with the ability to clearly explain benefits information, policies, and procedures.
• Attention to Detail: Maintains accuracy when processing forms, reviewing documentation, managing records, and completing compliance-related tasks.
• Confidentiality and Professionalism: Handles sensitive employee information with discretion and maintains appropriate confidentiality standards.
• Organization and Time Management: Effectively prioritizes multiple responsibilities, manages deadlines, and maintains organized records.
• Ability and willingness to learn new computer software systems.

Minimum Requirements

• Associates degree or 3 years directly related experience.
• Experience performing administrative duties, such as data entry, maintaining accurate records, scanning and filing documents, and responding to routine inquiries.
• Customer service experience.
• Professional work experience using Microsoft Word, Excel and Outlook.
• Successful completion of a Criminal History Background Check.

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the US and to complete the required employment eligibility verification form upon hire. This position does not support visa sponsorship for continued employment.

Preferred Qualifications

• Experience working in employee benefits administration or a related human resources function.
• Experience using PeopleSoft platforms or similar human resources information systems.
• Experience using Perceptive Content or other document imaging and electronic records management systems.
• Experience with North Dakota University System (NDUS) policies, procedures, and administrative processes.
• Experience working with confidential or sensitive information