Human Resources Specialist - Retirement

CITY EQUITY STATEMENT
The City of Westminster welcomes diverse candidates from the broadest base possible. Our goal is to find the best candidate for the job-someone who belongs, not just fits. We value life and professional experiences, recognizing equivalent combinations of knowledge skills and education.

Aligned with our city SPIRIT values, the successful candidate will have a passion and commitment to serving a diverse population of residents and must respect and uphold the principles of justice, equity, diversity, inclusion and belonging.

We encourage you to think broadly about your background and skill set for this role, even if you believe you have a less traditional background than described we invite you to apply.

POSITION PURPOSE / IMPORTANT APPLICATION INFORMATION

The Human Resources Specialist is responsible for the daily maintenance of the City’s retirement plans. Work includes maintenance of the HRIS database, maintaining and coordinating retirement plan communication efforts, maintaining reports and records related to retirement, benefits, payroll, and compliance reports.

This is a part- time (20 hours per week) benefited position. City Hall business hours are Monday through Friday, 8:00 a.m. - 5:00 p.m. There may be options for flexibility in schedules based on the operational needs of the department. Our desire is to provide a smooth, balanced approach to Human Resources Department operations in a manner that is consistent with organizational guiding principles and uses a hybrid in-office/remote working approach that meets the mission, vision and values of the organization and supports employee well-being. Based on supervisor approval that meets operational needs, a schedule that includes a combination of remote and in-office working will be considered.

The full salary range for this position is stated above. The starting range of pay is dependent on qualifications and experience of each individual candidate. The City of Westminster has a Multilingual Stipend Program to encourage, and reward benefited employees who are conversationally fluent in languages other than English. Benefited employees have the opportunity to test their language proficiency skills and qualify for a bi-weekly stipend that will vary based on the employee’s level of proficiency and usage.

ORGANIZATIONAL COMPETENCIES AND CULTURAL VALUES/GENERAL COMPETENCIES

The City's work culture encourages passionate, positive and enthusiastic employees who, along with our City Council and City Manager, are strong supporters of our mission: The City of Westminster provides high-quality core services and fosters resilience in order to promote a safe and thriving community. Westminster is a city of beautiful, safe, well-maintained neighborhoods and destinations with a vibrant, diverse economy, rich and resilient environment and a strong sense of community belonging. Our core values are embodied in our SPIRIT (Service - People - Integrity - Respect - Innovation - Teamwork).

This position supports the goals of the Human Resources Department, which is to connect and enrich our employee community through our STAR Standards: Safe: provide a physically and emotionally safe work environment, Trustworthy: foster relationships that are built on trust, Aligned: promote organizational alignment to achieve high performance and Respectful: promote a courteous, respectful and positive environment.

Every employee is accountable to:

• Demonstrate a high level of customer service; encourage others to focus on the customer; foster an environment where customer service is a priority
• Communicate with customers to ensure that where possible they are satisfied and that their needs are being addressed; solicit and evaluate customer feedback
• Act as an ambassador by understanding and fostering the organization's mission and vision
• Exhibit pride in self, the department, the city and the community; conduct self in a professional manner
• Demonstrate integrity and builds trust through credibility, reliability, commitment, loyalty and ethical behavior
• Address difficult or contentious issues in a constructive manner
• Support/promote change; demonstrate flexibility, and take calculated risks when appropriate
• Participate in personal growth opportunities and attend trainings designed to enhance capacity to bring new skills and ideas to the job and the organization
• Work to continuously improve the efficiency and effectiveness of the service or product being delivered
• Demonstrate support for team efforts by accepting new roles and responsibilities, and helping others achieve objectives
• Value diversity; demonstrate an awareness of differences; demonstrate sensitivity and adapt behaviors and communication to accommodate these differences
  
  

GENERAL COMPETENCIES
Citywide - Every employee in this position is accountable to:

• Establish effective interpersonal relationships through honest, open communication and follow-through on commitments
• Recognize personal strengths and weaknesses and target areas for personal self-development
• Demonstrate initiative in performing job tasks
• Exhibit problem-solving skills leading to sound judgment and quality decisions
• Achieve goals, and handle assigned workload and new assignments effectively; demonstrate an ability to work independently
• Communicate effectively with individuals and groups using clear and concise verbal and written communications
• Demonstrate accountability for work and take ownership in job performance
• Demonstrate concern for the accuracy and quality of work; take steps to correct mistakes and improve the overall product
• Demonstrate strong organizational skills

Job Specific - Every employee in this position must be able to:

• Handle sensitive information confidentially and professionally
• Establish and maintain knowledge of policies and procedures related to the City’s retirement plans
• Demonstrate considerable knowledge of basic accounting principles and procedures as applied to government
• Communicate effectively both verbally and in writing
• Organize and present information to individuals and groups
• Exercise judgment and discretion in adopting guidelines to a variety of situations
• Establish and maintain effective working relationships with Department/Division heads, employees, applicants, other governmental officials, citizens and fellow professional associates
• Work independently with minimal supervision
• Demonstrate strong and effective organizational skills
• Demonstrate daily accuracy and attention to detail
• Demonstrate ability to work with frequent interruptions and on a variety of projects concurrently
• Learn and work extensively with an HRIS data base and other computer programs and software
• Remain calm under time-sensitive pressure situations
• Adjust rapidly to reprioritized work schedules
• Use good judgment
• Read and interpret documents
• Demonstrate proficiency with basic math including addition, subtraction, multiplication, and division in all units of measure, using whole numbers, common fractions, and decimals
• Demonstrate accuracy in computing rate, ratio and percent and to draw and interpret bar graphs
• Apply common sense understanding to carry out instructions furnished in written, oral, or diagram form
• Deal with problems involving several concrete variables in standardized situations
  
  

JOB SPECIFIC FUNCTIONS

Essential Job Functions, Duties, Responsibilities and Tasks
Responsible for the accurate daily maintenance of all plan participant information related to the City’s retirement plans, including:

• Entering data into an HR database to maintain benefit enrollments, changes and terminations
• Submission of enrollments, distribution requests, and Retirement Medical Savings Account (RMSA) reimbursement claims with the third-party administrator
• Processing address and beneficiary changes in the HR database and third-party administrator
• Assisting third party administrator to track RMSA reimbursement claims and ensure proper payment of participant distribution requests
• Assisting with filing plan participant information. Maintains, compiles and reports plan participant data related to Human Resources Administration including payroll, benefits administration, and compliance
• Maintains files and reports exchanged with benefits providers as either export information or import and uploading of data into the City’s HRIS database
• Process vouchers for plan invoices and deposit plan checks
• Applying vesting schedule on distributions and initiate vesting sweep when necessary

Assists with maintaining compliance with IRS, federal, and state laws related to retirement plan practices, that include the following:

• Monitor annual contribution limits
• Provide administrative support for participant distributions and reimbursement claims
• Assist with tracking participant required minimum distributions
• Prepare journal entries and worksheets for plan distributions and contributions
• Prepare monthly bank reconciliations
• Process and confirm bi-weekly payroll contributions

Accountable for effective daily interactions with past, current, future employees and plan vendors, including:

• Conducting orientation programs with new employees, both benefited and public safety
• Providing information about benefits, retirement plan policies and procedures and assisting employees with the completion of paperwork
• Coordinating the monthly new hire orientations
• Advising department officials and City employees on the policies, rules, regulations, and procedures relating to various employee programs such as vacation leave, the City’s retirement plans and other employee programs and benefits
• Supporting the day-to-day administration of employee benefits programs such as the Retiree Health Program
• Providing plan participant communication and assisting with required participant notifications
• Establish and maintain positive and productive working relationship with third party administrator and any other plan vendors

Other Duties and Responsibilities
Assists with Human Resources related projects, including:

• Helping in the annual Benefits Expo and open enrollment
• Assisting with employee information dissemination including scheduling and conducting meetings to notify employees of changes in benefits

Promotes positive employee/management relations through such means as special task forces and committeesAssists with Human Resources correspondence and office administration, including:

• Processing a variety of materials on a computer, which may include but are not limited to correspondence, memos and reports
• Covering front desk duties as needed

Provides support for communication efforts as it relates to retirement plans and benefits; responsible for COWnet content on internal website and participates in the HR communication committeeAssists as needed in the with the preparation of the 401(a) Board and 457(b) Committee meetings and special projects requested by the 401(a) Board and 457(b) CommitteeMaintains regular and punctual attendance



POSITION REQUIREMENTS/WORKING CONDITIONS/PRE-EMPLOYMENT REQUIREMENTS

Education, Experience, Skills, Formal Training, Licenses and Certifications
Required :

• Graduation from high school or GED
• Two (2) years of experience providing technical and/or administrative support in a human resources department or benefit related field
• Knowledge and proficiency of computer word processing, spreadsheets and data bases including proficiency in establishing and maintaining Excel spreadsheets
• Working knowledge of modern office practices, procedures, methods and equipment, and basic bookkeeping and confidential record keeping methods and procedures

Preferred :

• Knowledge and proficiency in JDE HRIS
• Retirement and/or finance certifications
• Two (2) years of college-level coursework
• Knowledge or experience with retirement plans or finance related field
• Fluency in Spanish

Any equivalent combination of education, training and experience, which would provide the required knowledge and skills, may be considered.
Physical Requirements:
Work is sedentary in nature and requires sufficient physical stamina and strength for:

• Constant sitting to perform daily tasks; occasional walking through a multilevel facility to retrieve information; frequent standing sometimes for extended periods
• Frequent squatting, reaching above shoulder and twisting to file documents and lift supplies and material; occasional bending, kneeling, climbing, balancing and reaching below shoulder to store documents, material and supplies
• Constant light grasp, fine manipulation, and handling to perform daily duties; occasional firm grasp to safely use equipment
• Frequent lifting, carrying, push/pulling of up to ten (10) pounds to move material and supplies; occasional pushing/pulling of up to 25 pounds with dollies/carts

WORKING CONDITIONS
Work is constantly performed indoors. This is primarily sedentary office work. Must demonstrate the ability to meet the physical demands of the job including the ability to retrieve information from various locations in the office when needed. Exposure to periods of high activity and high stress under demanding conditions. The position requires a great deal of communication with City employees, the public, and outside agencies.
Required Materials and Equipment
Computer terminals, keyboard, printer, 10-key, telephone, fax machine, photocopy machine, calculator, postage scale and meter, books, files, laminator, ID System, paper shredder, laser disc reader/printer, scanner, and other standard office equipment

PRE-EMPLOYMENT REQUIREMENTS

• Background checks will include employment references, criminal history, credit check, and education verification
• Drug screen
• Must be legally entitled to work in the United States

The City of Westminster, Colorado, is a drug free workplace and an Equal Opportunity Employer that values diversity and aims to have its workforce reflect the community.

The City of Westminster offers a comprehensive benefit package including:

• Health and Dental
• Flexible Spending
• Pension/Retirement Plans
• Term Life Insurance
• Long-term Disability
• Survivor Benefits
• Wellness Program
• Career Development Program
• Tuition Reimbursement Program
• Leave program that provides for vacation, holidays, sick leave, major illness, and on the job injury

For a more detailed overview of our General Non Exempt employee benefit package:
Benefit Package

The City of Westminster does not participate in the Social Security system. In lieu of Social Security contributions, the city contributes to a 401(a) defined contribution plan on your behalf.

401(a) Contribution Rates:
Employee Mandatory Contribution: 11.5% of your base pay. Contributions are pre-tax and fully vested.
Employer Contribution: 12% of your base pay.

Employer Contribution Vesting Schedule

• Less than 3 years - 0%
• 3 to 4 years - 60%
• 4 to 5 years - 80%
• Over 5 years - 100%
• For employees age 55 and older, the employer contributions are 100% vested

The City of Westminster provides employees with innovative and practical ways to improve their commute through two key features, EcoPass and Commute Benefits powered by Commutrics. EcoPass provides unlimited trips on RTD's core transit services and Commute Rewards allows you to record your trips and get rewards based on your commute mode.

Closing Date/Time: 9/15/2025 8:30 AM Mountain

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• City of Westminster, Colorado

• 303-658-2150

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