Executive HR Assistant & Benefits Specialist

Topeka Public Schools; Topeka (KS); On-site; USD 60,000 - 90,000; Full time

Job summary

Topeka Public Schools is seeking an Executive HR & Benefits Specialist to provide comprehensive administrative support to the Human Resources Department. You will be the primary contact for employees, applicants and the public by phone, email and in person, assisting with benefits enrollment and retirement processes while maintaining confidential records.

The role requires handling employee inquiries, preparing correspondence and coordinating HR projects, calendars and meetings to ensure timely

Qualifications

• Knowledge of standard office practices, customer service, confidentiality and recordkeeping.
• Familiarity with employee benefits and retirement processes preferred.
• Ability to communicate professionally and organize multiple responsibilities.

Responsibilities

• Serve as first point of contact for HR inquiries and direct to appropriate staff.
• Provide administrative support to HR leadership, including preparing documents and presentations.
• Coordinate calendars, meetings and HR projects to ensure timely completion.
• Assist with enrollment, benefit changes, open enrollment and eligibility verification.
• Maintain confidential employee and departmental records in both paper and electronic forms.

Skills

Customer service

Communication

Confidentiality

HR processes

Recordkeeping

Education

Associate degree in HR/Business

Bachelor’s degree preferred

Tools

HRIS

MS Office

Job description

Purpose Statement

The job of Executive HR & Benefits Specialist is performed for the purpose of providing comprehensive administrative and operational support to the Human Resources Department; serving as the primary point of contact for employees, applicants, administrators, and members of the public contacting Human Resources by telephone, email, or in person; assisting with the administration of employee benefit and retirement programs; maintaining confidential employee and departmental records; coordinating assigned HR processes and projects; and ensuring timely, accurate, and responsive delivery of Human Resources services.

Essential Functions

• Serves as the first point of contact for the Human Resources Department, receiving and responding to telephone calls, emails, and in-person visitors for the purpose of providing timely assistance, answering routine questions, determining the nature and urgency of requests, and directing individuals to the appropriate HR team member when additional assistance is required.

• Provides high-quality customer service to employees, applicants, administrators, benefit providers, retirees, and members of the public while maintaining appropriate confidentiality and professional discretion.

• Provides complex and confidential administrative support to Human Resources leadership, including preparing correspondence, reports, memoranda, meeting materials, agendas, minutes, presentations, and other documents.

• Coordinates calendars, meetings, appointments, departmental activities, and assigned projects for the purpose of ensuring timely completion of HR responsibilities and efficient operation of the department.

• Organizes and monitors office workflows, incoming requests, correspondence, deadlines, and assigned projects to ensure matters are appropriately routed, tracked, and completed.

• Assists with administration of employee benefit programs, including enrollment of new employees, benefit changes, open enrollment, distribution of benefit information, eligibility verification, and employee questions.

• Provides employees with general information regarding available benefit programs and assists employees in navigating enrollment, coverage, and benefit-related processes.

• Assists with KPERS retirement processes and provides employees with general information and appropriate resources regarding retirement-related requirements and procedures.

• Assists employees, beneficiaries, benefit providers, Payroll, and administrators with benefit-related questions and discrepancies for the purpose of ensuring accurate records, eligibility, enrollment, and payments.

• Processes benefit enrollment and change information in accordance with applicable program requirements and established District procedures.

• Maintains accurate and confidential manual and electronic records related to employees, benefits, retirement, correspondence, departmental activities, and other assigned HR functions in accordance with established administrative guidelines, legal requirements, and record-retention requirements.

• Prepares and distributes employee communications, benefit materials, forms, notices, informational materials, and other HR correspondence.

• Assists with new employee onboarding and orientation activities, including providing information, coordinating required materials, and directing employees to appropriate HR resources.

• Processes departmental documents and transactions such as requisitions, purchase requests, travel documentation, invoices, budget-related materials, and other assigned administrative records.

• Assists with internal and external audits by locating and providing requested records, documentation, and information regarding assigned HR processes.

• Maintains current knowledge of District procedures and assigned benefit and HR processes in order to provide accurate information and appropriately route more complex questions.

• Participates in meetings, workshops, trainings, benefit fairs, open enrollment activities, and other HR events for the purpose of providing or receiving information and supporting departmental operations.

• Coordinates office supplies, materials, records, and other resources necessary for efficient HR operations.

• Provides administrative coverage and operational support for other Human Resources functions as needed.

Other Functions

Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the Human Resources Department.

Job Requirements: Minimum Qualifications

Knowledge, Skills and Abilities

KNOWLEDGE is required of standard office practices and procedures; business telephone and email etiquette; customer service practices; grammar and punctuation; basic bookkeeping and reconciliation practices; confidential recordkeeping and record-retention practices; personnel administration; employee benefit and retirement processes; and applicable District policies and procedures.

Working knowledge of laws, regulations, and requirements applicable to assigned Human Resources and benefit functions is preferred.

SKILLS are required in operating standard office equipment and utilizing applicable software applications; providing responsive customer service; communicating professionally by telephone, email, and in person; preparing and maintaining accurate records; organizing and prioritizing multiple responsibilities; processing detailed employee and benefit information; reconciling records and identifying discrepancies; preparing professional correspondence; coordinating projects and meetings; and appropriately screening and routing inquiries.

ABILITY is required to communicate effectively with a diverse population of employees, applicants, administrators, providers, and members of the public; maintain strict confidentiality; exercise tact, discretion, and sound judgment; independently organize and prioritize work; meet deadlines; work accurately with detailed information; manage frequent interruptions; recognize when an inquiry requires escalation; interpret and apply established procedures; research and resolve routine discrepancies; adapt to changing priorities; and establish effective working relationships throughout the District.

Responsibility

Responsibilities include working under limited supervision using established practices and procedures; handling confidential and sensitive employee information; independently coordinating assigned HR processes; providing front‑line service and information on behalf of the Human Resources Department; assisting with employee benefit and retirement administration; monitoring assigned records and transactions; and coordinating with employees and other District departments, benefit providers, and outside agencies.

There is a continual opportunity to impact the quality, accuracy, responsiveness, and effectiveness of Human Resources services.

Experience

Required: One (1) year of job‑related administrative, clerical, customer service, benefits, Human Resources, or similar office experience.

Preferred: Three (3) or more years of experience in Human Resources, employee benefits, payroll, public education, or a similarly regulated administrative environment.

Education

Required: Associate degree in Human Resources, Business Administration, Office Administration, or a related field.

Preferred: Bachelors’ degree or higher in Human Resources, Business Administration, Office Administration, or a related field.

Required Testing / Certificates and Licenses

None specified.

FLSA Status

Non-Exempt