Human Resources Assistant; Head Clerk

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The Town of Agawam is accepting applications for one (1) Human Resources Assistant (Head Clerk) in the Human Resources Office. Applications will be accepted until a suitable candidate is found. The minimum salary for this position is $47,119.54 annually. The maximum salary is $53,892.28 annually. Applications are available in the Human Resources Department, located at 36 Main Street, Agawam, MA 01001, Monday-Friday 8:30-4:30, or on our website: (Use the "Apply for this Job" box below).

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Human Resources Department

PRIMARY RESPONSIBILITY

While interacting with the Town’s employees, retirees, and other persons, performs independent, responsible administrative, technical, and clerical work in support of the management and daily operations of the Human Resources Department. Assists with personnel administration, labor relations, benefits, and compliance activities. Performs day-to-day office operations under the general supervision of the Human Resources Director.

ESSENTIAL FUNCTIONS

The essential functions listed below are intended to illustrate the general nature and level of work performed. They are not an exhaustive list of all duties.

• Assists in the administration of personnel, labor relations, and affirmative action programs for all Town departments in accordance with federal, state, and local laws.
• Maintains accurate and confidential personnel records for active and former employees, including applications, evaluations, disciplinary actions, terminations, and unemployment documentation.
• Logs, tracks, and acknowledges employment applications and resumes; maintains applicant and employee databases.
• Logs and updates employee status changes, including new hires, terminations, promotions, and transfers.
• Prepares, updates, and distributes Section 67 reports, seniority lists, and related documentation for bargaining units.
• Conducts employment verification and wage history research as requested.

Recruitment & Hiring

• Coordinates recruitment activities, including posting positions, distributing postings to departments, and updating the Town website.
• Schedules interviews and prepares interview, notification, and regret letters.
• Screens applicants and assists with recruiting, interviewing, and recommending candidates.
• Completes onboarding and swearing-in documentation and schedules swearing-in ceremonies.

HR Systems

• Processes Town accruals and prepares monthly accrual reports.
• Manages request for employee leave of absences, including Family and Medical Leave Act requests, ensuring compliance through meticulous documentation, eligibility determination, and secure record-keeping.
• Maintains Excel type spreadsheets related to employee and retiree payments as required.

Benefits Administration

• Conducts new employee benefit orientations and distributes Town policies.
• Assists with the administration of health, dental, life insurance, COBRA, and retiree benefits using BCBS Blue Enroll and related systems.
• Processes benefit invoices, audits bills quarterly for accuracy, and prepares monthly payments.
• Maintains COBRA and retiree premium payment records and prepares cash turnovers.
• Prepares and processes payroll deduction forms for voluntary benefit programs (e.g., AFLAC, optional insurance).
• Coordinates Health Plan Trust meetings.
• Plans for and coordinates annual open enrollment documents and meetings for BCBS and voluntary benefit programs.
• Maintains retiree mailing lists and distributes health plan information via mass mailings.

Workers’ Compensation & Leave Administration

• Assists Third Party Administrators with Workers’ Compensation claims, including tracking injury reports (Form 101), new claims, loss runs, and case lists.
• Monitors, reviews, and verifies invoices (as appropriate) for medical and related services using approved rate and payment schedules.
• Monitors employee medical appointments and return-to-work status, including restrictions and limitations.
• Calculates indemnity payments and coordinates…