Payroll and Benefits Program Supervisor – Human Resources Department
Position Summary
Under the general supervision of the Director of the Department of Human Resources, this position
manages the staff and activities of the Benefits staff. The Benefits staff provides benefit information to
employees and UWM departments and divisions via email, telephone, individual counseling sessions,
workshops, seminars and website material. The UWM community encompasses approximately 5,000
benefits-eligible employees. In addition to supervision of the benefit specialists that make up the
Benefits staff, the functions of this position are: 1) ensuring that benefit information provided is kept
current for internal and external staff as well as employees; 2) ensuring that adequate counseling
services are provided for UWM employees; 3) ensuring that the campus and employee needs are being
met; 4) providing regular evaluation of the services, service delivery methods and benefit content to
ensure that the most current methods of delivery are being used; 5) coordinating the functions of the
central benefits office with internal and external customers relative to benefit information delivery; 6)
serving as a benefits expert on campus or statewide benefit committees and teams; 7) coordinating the
efforts and services of the Benefits staff with the those offered through the Office of Human Resources;
8) maintaining a current understanding of the eligibility and enrollment rules and regulations of the
various benefit plans offered; 9) maintaining current knowledge of the ever changing technologies for
delivering benefit information, including leading the Benefits staff and UWM employees through the
implementation and on-going use of the benefits modules in the Human Resources System (HRS).
This position must ensure the security and confidentiality of customer records and information; protect
against any anticipated threats or hazards to the security and integrity of such records and protect against
unauthorized access to our use of such records or information that could result in substantial harm or
inconvenience to any customer. This position demonstrates professionalism, provides exceptional
customer service, and serves as a model representative for the Department and Division.
Goals and Worker Activities
A. 50% Management of the ongoing benefit services provided by the Benefits staff.
1.
2.
3.
4.
5.
6.
7.
8.
Develop and implement plans for the benefit services to be offered to UWM employees and
modify as needed.
Develop plans and communicate with employees and departments how the services will be
delivered.
Evaluate counseling services and information delivered to UWM employees and departments
to ensure accuracy and consistency among the team.
Coordinate the activities of the central UWM benefits office with the activities of the
personnel representatives to ensure that accurate information is being provided.
Develop and maintain expectations and delivery standards for current services being
delivered and modify as necessary to ensure consistency among them.
Maintain a current working knowledge of the various benefit program rules and regulations
and assist the team in resolving difficult issues.
Coordinate benefit related changes, issues, and problem resolutions with UW System
Administration, Employee Trust Funds (ETF) and other benefit vendors. Maintain positive
working relationships with staff UW System Administration, the UW Service Center, ETF,
and other entities.
Maintain printed materials, website information, electronic and other form of manuals,
9.
10.
bulletins, etc. needed by the Benefits staff to ensure that the most current information is
readily available internally and externally.
Coordinate the activities of Milwaukee workers’ compensation adjustors with the UW
System Administration Office of Safety and Loss Prevention to ensure compliance with the
provisions of the delegation agreement.
Coordinate the work activities of the workers’ compensation adjustors to ensure that the
duties and responsibilities are carried out as required by UW System Administration and the
Department of Administration.
B. 25% Manage delivery of benefits services.
1.
2.
3.
4.
Serve as lead on technological issues that affect delivery of benefits services, including by not
limited to HRS This includes maintaining close working relationships with UW System
Administration, the UW Service Center, and peers at other UW campuses.
Maintain a working knowledge of the most current and state-of-the-art benefit delivery
methods and how such are and could be used within UW Milwaukee.
Analyze all current technological systems and their continual changes to keep abreast and
provide information to the campus, as necessary.
Participate on various campus committees, working groups, and teams to ensure delivery of
services and improvement of business processes.
C. 20% Management and supervision of the Benefits team.
1.
Assign work, monitor workload, backlogs and quality and timeliness of work completed.
2.
Evaluate workload and operational problems, evaluate internal control systems within
Benefits staff and make improvements in assignments and workflow.
Develop, enhance and maintain operational policies, procedures, standards and guidelines for
staff in order to carry out their functions and duties in the most efficient and effective manner.
Write work procedures and guidelines to ensure that all staff are performing tasks
consistently and providing the same level of service.
Maximize productivity by leveraging the use of available technology.
3.
4.
5.
6.
7.
8.
9.
10.
Establish work schedules, authorize overtime, approve/deny vacation requests and other
personnel related matters according to policies and procedures.
Train and mentor staff identifying training needs, if any.
Develop staff training plans, cross training plans and contingency plans to ensure that the
many activities of the unit are always met.
Regularly evaluate the performance of the benefit specialist staff.
12.
Motivate, challenge, train staff and make recommendations to supervisor for improvement or
training needs.
Educate and inform the staff on a regular basis on the ever changing aspects of the benefit
plans.
Prioritize work and coordinate activities done by the work unit.
13.
Set objectives and standards for employees' performance and provide for employee training.
14.
Regularly evaluate the benefit services provided and determine future needs.
11.
D. 5% Other responsibilities and professional growth.
1.
Perform special assignments as required.
2.
Attend available training in order to stay abreast of how benefits are administered both within
the UW System and at other Universities, other states, etc.
Be a positive influence in the Benefits Team at all times, provide a good example of being a
delivered of exceptional customer service, and treat fellow team members with respect.
Continually evaluate the methods and processes and make suggestions for improvements to
reduce resource commitments and increase efficiency, effectiveness, and accuracy.
Promote respect and the practice of civility in the workplace.
3.
4.
5.
6.
Assist the department in meeting its Strategic Goals for the Campus and Division of Finance
and Administrative Affairs.
Knowledge and Skills
1. Knowledge of eligibility and enrollment policies and procedures for all of the benefit programs
administered for UW Madison employees.
2. Ability to communicate extremely complex information in an understandable manner.
3. Proficient computer skills including keyboarding and use of Calendaring, Outlook, email, Word,
Excel and other productivity tools.
4. Knowledge and understanding of the University’s systems for appointments, payroll, and benefit
administration, prepayments for insurance, and insurance reporting systems.
5. Knowledge of employee leave benefits and relationship to other benefit programs.
6. Knowledge of the information sources tools and how to use them for research and problem
resolution, including ETF Employer Bulletins, Administration Manuals for all programs,
certificates and booklets, etc.
7. Ability to research an issue and develop an approach to resolution.
8. Skilled in research, development of solutions and recommendations for handling complicated
benefit issues.
9. Ability to provide exceptional customer service.
10. Ability to serve in professional manner and be model representative of the Department and
Division.
11. Ability to think critically, creatively and strategically.
12. Ability to function independently, as a leader and team player.
13. Knowledge of the civil service classifications, hiring and evaluation requirements.
14. Knowledge of civil service disciplinary process.
15. Ability to handle employee morale problems and issues, including tools for resolution.
16. Skilled in knowing employee’s skills and potential and using such in creative ways given very
limited resources.
17. Skilled in evaluating employee performance.
18. Present a positive attitude about work and organization.
EQUIPMENT USED TO PERFORM ESSENTIAL FUNCTIONS
1.
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5.
Personal computer
Printers
Copy machine
Fax
Label maker
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9.
Shredders
Typewriter
Calculator
Scanner
The goals and working activities here are intended to describe the essential functions of persons
assigned to this job. They are not intended as an exhaustive list of all job duties, responsibilities, and
requirements.
August, 2011