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Employee Services Specialist

Apply now Job no: 521656
Department: Human Resources
Work type: Staff
Location: Stanislaus - Turlock
Categories: Confidential, Probationary, Full Time, Human Resources, On-site (work in-person at business location)

    • Position Summary
    • Classified as: Confidential Administrative Support, PSL I or II (depending on the qualifications of the successful finalist)

      Full-time position available on or after January 3, 2023 in Human Resources.

      The incumbent will perform administrative, technical, and analytical work in support of the University’s Employee Services unit, including benefits administration, leaves of absence, COVID-19 response program, benefit transactions. In addition to administrative functions, the incumbent will research and provide analyses based on applicable state and federal laws, technical letters, executive orders, collective bargaining agreements, policies, procedures, and best practices. The incumbent will provide recommendations on policies and procedures; providing guidance, training, and advice; ensuring compliance; and preparing reports for areas of responsibility. Incumbent will serve as a resource to university students, staff, and managers and will be responsible for preparing complex reports and handling work tasks of a highly confidential and sensitive nature, including in support of developing management’s positions with regard to meet and confer, collective bargaining, responding to grievances/complaints, and COVID-19 Management and Response.

      The Confidential Admin Support Level I position is non-exempt. Incumbents at this level will work under direct supervision and are able to demonstrate a basic understanding of the standard principles and terminology associated with the position, address common problems of limited scope, and demonstrate work-ready communication skills.

      The Confidential Admin Support Level II position is exempt. Incumbents at this level will work under general supervision and possess the experience to be fully proficient in performing most or all of the work assignments independently while applying judgement to solve a wide range of human resources-related inquiries using effective communication and listening skills.

      The position will be hired at the appropriate level based on the qualifications of the successful candidate.

    • Job Duties
    • Duties include but are not limited to:
      • Respond to general questions regarding benefit eligibility, benefits enrollment, qualifying events, etc.
      • Assist employees with understanding benefit programs, standard enrollment processes and deadlines; respond to questions and concerns, sometimes of a sensitive and confidential nature.
      • Maintain comprehensive, up-to-date knowledge of multiple programs, procedures, applicable laws, technical letters and collective bargaining agreements regarding benefit programs and eligibility for active and retired faculty, staff, and management.
      • Ensure compliance with applicable laws, HIPAA, COBRA, and ACA/Covered California.
      • Assist with the processing of benefit enrollments, cancellations, and changes through PeopleSoft/CMS (benefits admin module), State Controller's Office (SCO), Delta Dental, Chancellor's Office, and CalPERS.
      • Track, audit and confirm enrollments, troubleshooting, and records maintenance; assess, research, and resolve various and complex/unique benefits systems and/or enrollment issues.
      • Act as liaison between various agencies, including CalPERS, SCO, CO, to research and resolve identified issues with limited or conflicting direction or guidance.
      • Research and determine validity of SCO accounts receivables and notify benefits eligible employees of accounts receivable collections ensuring compliance with applicable laws, regulations, and procedures.
      • Assist with composing and publishing university communications regarding benefits programs; organize and coordinate various benefit related workshops for campus employees (i.e. Benefits Fair).
      • Work collaboratively under the general direction of the Benefits Specialist to implement the campus employee Health & Wellness Program.
      • Ensure website and other materials are up to date with regard to areas of responsibility.
      • Process Dependent Eligibility Verification (DEV) forms and update in PeopleSoft.
      • Generate proof of insurance/termination of coverage letters as needed.
      • Program administration of COBRA.  Generate monthly COBRA notices.
      • Maintain comprehensive, up-to-date knowledge of program laws, procedures, and policies to ensure compliance; 
      • Advise and enroll employee in medical, dental, vision insurance plans, health care reimbursement accounts, dependent care reimbursement accounts, and voluntary insurance programs
      • Troubleshoot and resolve enrollment issues with CalPERS and/or various third-party programs.
      • Track/log fee waivers and email approved fee waivers to appropriate contacts.
      • Communicate with other campuses and appropriate departments regarding fee waiver approval (i.e., Stan State employee attending another CSU campus or Stan student and other CSU campuses employee)
      • Establish and maintain filing and reporting systems.
      • Run reports from the Human Resources Information System and assist with auditing as needed.
      • Assist with program administration of COVID-19 related leave programs.
      • Research, analyze, and recommend COVID-19 leave policies and procedures by maintaining comprehensive, up-to-date knowledge of programs, technical letters, applicable state and federal laws, policies and procedures, and collective bargaining agreements.
      • Advise, educate, and counsel faculty, staff and managers on COVID-19 leaves, as applicable, ensuring all parties are appropriately notified of their rights and responsibilities and in compliance with program policies and guidelines.
      • Report and submit Workers' Compensation claims as required for COVID-19 cases.
      • Monitor and maintain COVID-19 vaccination policy compliance, COVID-19 testing program and manage the COVID-19 testing site.
      • Implement return to work program for industrial and non-industrial injuries ensuring compliance with applicable laws and policies including ADA and FEHA.
      • Coordinate with employees and managers to ensure transitional employment is provided as appropriate per applicable laws and policies including ADA and FEHA.
      • Coordinate with ADA Coordinator regarding interactive process and reasonable accommodations; participate as subject matter expert with regard to disability and leaves programs.
      • Maintain comprehensive up-to-date knowledge of workers’ compensation regulations, programs, policies, procedures, and benefits.
      • Manage workers’ compensation claims and act as liaison between third-party administrator, employee, management, campus Safety and Risk Management. 
      • Advise employees and managers on workers’ compensation benefits, filing procedures and deadlines ensuring legal compliance; investigate and gather information to complete initial claim filing process and follow up as necessary.
      • Manage files and case through life of claim ensuring completeness, accuracy and organization for OSHA reporting and other needs. Analyze and provide input regarding settlement resolution.
      • Act as liaison to coordinate and participate with appropriate parties and campus ADA Coordinator on crossover cases, modified duty, return to work program, and/or accommodation issues.
      • Maintain comprehensive knowledge of CSU sponsored life and disability benefit programs to advise employees and dependents of eligibility and program benefits;  troubleshoot and assist employees to resolve benefit delivery issues.
      • Maintain confidential leave of absence/medical files/records.
      • Perform data input for leave of absence transactions to PeopleSoft Human Resources Information System. Verify accuracy and identify discrepancies
      • Explain and interpret Human Resources policies, procedures, and practices to internal and external customers.
      • Assist with interpretation and administration of collective bargaining agreements in areas of assigned responsibility.
      • Assist in recommending management collective bargaining proposals in areas of responsibility and prepare related data and information to support management proposals.
      • Assist with preparation of materials that relate to management’s strategies and positions in terms of the collective bargaining negotiation process.
      • Develop presentations and participate in New Employee Orientation and New Faculty Orientation (NEO/NFO) as required.
      • Other duties as assigned.
    • Minimum Qualifications
    • Education:  Bachelor’s degree from an accredited college or university with an emphasis in human resources, public administration, business administration, or a related field OR a combination of education and experience which demonstrates the ability to perform the essential functions of the position.

      Experience:  Full-time equivalent of one year of directly related work experience, which has provided exposure to administrative personnel procedures in areas such as recruitment, selection & appointment; Human Resources Information System administrative support; Human Resources office administration, general employment/payroll-related transactions, or classification and compensation.

    • Preferred Qualifications

      • Full-time equivalent of three years of directly related work experience, which has provided exposure to administrative personnel procedures in areas such as recruitment, selection & appointment; Human Resources Information System administrative support; Human Resources office administration, general employment/payroll related transactions, or classification and compensation.
      • Experience in a complex public sector, academic, or human resources environment highly desirable.
      • Experience with complex employee benefit programs and systems, workers. compensation programs, leaves programs, workplace health and safety issues, OSHA Requirements.
      • Experience with utilizing a HRIS system/database, preferably Peoplesoft.
      • Experience interpreting and implementing terms of collective bargaining agreements.
      • Human Resources certification (e.g., SHRM, IPMA, CALPELRA).
      • Human Resources experience in a union/public agency environment.
    • Knowledge, Skills, Abilities

      • Ability to build and maintain positive working relationships with co-workers, other University employees, outside agencies, and the public using principles of good customer service.
      • Ability to learn, interpret, and apply a wide variety of policies and procedures relating to and impacting employment including collective bargaining agreements, federal and state laws, CSU and CSUS policies and procedures.
      • Ability to independently analyze and make decisions and recommendations regarding programs, procedures, and operations with regard to areas of responsibility.
      • Ability to understand problems from a broader perspective and anticipate their impact.
      • Ability to use judgment and discretion in independently developing solutions to moderately complex and confidential problems within established procedural guidelines.
      • Ability to follow verbal and written instructions accurately with an attention to detail.
      • Ability to communicate clearly and concisely, both orally and in writing. Ability to convey complex information to a variety of audiences.
      • Ability to develop, coordinate and present training in areas of responsibility.
      • Ability to maintain composure and tact during high stress situations and under heavy workload, with conflicting priorities, frequent interruptions, and other demands.
      • Ability to plan and organize multiple tasks and prioritize work, including setting and meeting deadlines.
      • Ability to maintain confidentiality.
      • Intermediate to advanced-level computer knowledge and skills (e.g. Microsoft Outlook, Microsoft Office, HRIS, applicant tracking, and learning management systems)
    • Special Conditions
    • CSU requires faculty, staff, and students who are accessing campus facilities to be immunized against COVID-19 or declare a medical or religious exemption from doing so.  Any candidates advanced in a currently open search process should be prepared to comply with this requirement. The systemwide policy can be found at:
    • Salary Range
    • Anticipated salary will be $4,058 - $4,667 (CAS I) or $4,464 – $5,133 (CAS II) per month plus excellent paid benefits. Salary will depend on the qualifications of the successful finalist. (Full CAS I range: $4,058 - 7,407 per month.  Full CAS II range: $4,644 - $10,180 per month)
    • Compensation & Benefits
    • Commensurate with qualifications and experience.  As a member of the 23-campus CSU System, we offer an extremely competitive benefits package that includes, but is not limited to, outstanding vacation, health, dental, and vision plans; a fee waiver education program; membership in the California Public Employees Retirement System (PERS); and 14 paid holidays a year. Link to (Bargaining Unit: C99) Benefits Summary: CSU Employee Benefit Summary

    • How to Apply
    • To be considered, qualified candidates must submit a completed Stanislaus State online employment application, cover letter, and resumé. Applications are accepted electronically only.  Please note that failure to completely fill out each section of the online application may result in your application not receiving consideration.  To apply online, please click the “Apply Now” button on this page.
    • Application Deadline
    • OPEN UNTIL FILLED; SCREENING TO BEGIN ON OR AFTER DECEMBER 8, 2022. (Applications received after the screening date will be considered at the discretion of the university.)

    • Criminal Background Clearance Notice
    • Satisfactory completion of a background check (which includes checks of employment records, education records, criminal records, civil records; and may include motor vehicle records, professional licenses, and sex offender registries, as position requires) is required for employment.  CSU will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information.  Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was conditionally offered the position.

    • Additional Information
    • Campus & Area

      California State University, Stanislaus serves the San Joaquin Valley and is a critical educational resource for a six-county region of approximately 1.5 million people. The University is fully committed to creating a culture of diversity and inclusion – one in which every person in the University community feels safe to express their views without fear of reprisal. Widely recognized for its quality academic programs, the University has 10 nationally accredited programs and 662 faculty members. 94 percent of full-time faculty holds doctorates or terminal degrees in their fields. The University offers 43 undergraduate majors, 16 master's programs, 7 post-graduate credentials, a doctorate in education and serves more than 10,000 students. New instructional facilities have been built for the unique pedagogy of professional programs, laboratory sciences and performing arts.

      Stanislaus State continues to receive national recognition with its ranking as one of the best 384 colleges in the nation by The Princeton Review. The University was one of 12 public universities in the nation to be recognized by the American Association of State Colleges and Universities for demonstrating exceptional performance in retention and graduation rates. In addition, U.S. News and World Report ranks Stanislaus State in its top 10 among public universities in the West, while Washington Monthly honored Stanislaus State as the West’s No. 1 university for the money. Stanislaus State also is recognized as a Hispanic-Serving Institution (HSI) by the U.S. Department of Education.

      Clery Act Disclosure

      Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the annual security report (ASR), is now available for viewing at The ASR contains the current security and safety-related policy statements, emergency preparedness and evacuation information, crime prevention and sexual assault prevention information, and drug and alcohol prevention programming. The ASR also contains statistics of Clery Act crimes for Stanislaus State for the previous three years. A paper copy of the ASR is available upon request by contacting the office of the Clery Director located at One University Circle, Turlock, CA 95382.

      Equal Employment Opportunity

      The university is an Equal Opportunity Employer and does not discriminate against persons on the basis of race, religion, color, ancestry, age, disability, genetic information, gender, gender identity, gender expression, marital status, medical condition, national origin, sex, sexual orientation, covered veteran status, or any other protected status. All qualified individuals are encouraged to apply.  The person holding this position is considered a ‘mandated reporter’ under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083, revised 7/21/17, as a condition of employment.

      Applicants requiring necessary accommodations to the application process may contact the Human Resources Department at (209) 667-3351.  California Relay Service is available at (800) 735-2922 voice and (800) 735-2929 TDD.  As a federal contractor, we are committed to attracting a diverse applicant pool.  Please consider completing the Voluntary Self-Identification of Disability form (your response will not be shared with the search committee) at:  Voluntary Self-Identification of Disability PDF Form.

      CSU Stanislaus hires only individuals lawfully authorized to work in the United States.  In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire.

    • The individuals who appear to be the best qualified for this position will be contacted by telephone or email for an interview.



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