Benefit and Leave Specialist

The Benefits and Leave Specialist is responsible for administering and coordinating employee benefits programs, including health, retirement, leave of absence, and other related benefits. This role requires a strong understanding of benefits laws and leave administration, a commitment to excellent employee service, and the ability to manage and maintain accurate records. The Benefits and Leave Specialist will work closely with the HR and Accounting team to ensure compliance with company policies, federal and state regulations, and provide support to employees regarding their benefits and leave needs.

Supervisory Responsibilities

None 

Duties/Responsibilities

• Benefits Administration:

• Administer employee benefits programs, including health, dental, vacation, vision, life insurance, disability, retirement plans, and other voluntary benefits and COBRA

• Conduct benefits orientation sessions for new employees, providing an overview of available options and enrollment processes.

• Coordinate annual open enrollment activities, including employee communication, updating systems, and assisting employees with questions.

• Partner with vendors and brokers to resolve benefits issues and ensure the smooth delivery of services.

• Process benefits enrollments, terminations, and changes, ensuring accuracy and compliance.

• Review and respond to unemployment claims with appropriate documentation. Review monthly unemployment statements

• Review and respond to wage garnishment service processes and coordinate with HRBP and payroll for appropriate communication and HRIS deduction 

• Coordinate workers comp claims with insurance Company to ensure that payroll profiles are appropriately updated. 

• Access vendor benefit program portals to download information for review and reconciliation purposes.

• Ensure new or changes to benefit plan deductions are properly set up and annual maximum benefit goals are accurately updated in the HRIS system by coordinating with the HRIS manager

• Coordinate with finance to ensure that review and reconciliation of benefit deductions from vendor records to payroll records to GL records.

• Maintain internal controls surrounding benefits administration – e.g., to ensure that feeds are reconciling to underlying vendor and HRIS records elected by employees, remittances are submitted within regulatory guidelines, etc.

• Reconcile annual benefit flow through to W2 reporting

• Develop and implement strategies to improve employee satisfaction and cost-effectiveness of benefit programs.

• Leave of Absence Management:

• Administer leave of absence programs, including FMLA, disability, parental leave, personal leave, and other company-sponsored leave options.

• Work with employees to ensure they understand their leave options, eligibility, and required documentation.

• Track and document all leave requests, manage notifications, and coordinate with payroll to ensure accurate pay and benefits continuation during leaves.

• Ensure compliance with federal, state, and company leave policies and regulations.

• Understand and provide individual state paid provisions for parental leave to payroll in order to calculate top off requirements to employees

• Coordinate with payroll and HRBP to ensure that employees on leave are being properly captured in the payroll records.

• Track benefits paid on behalf of employees on leave and coordinate repayment post-return.

• Maintain internal controls surrounding leave of absence management, from authorization to payroll processing.

• Compliance and Reporting:

• Maintain compliance with federal, state, and local regulations regarding benefits and leave, including HIPAA, FMLA, ACA, and ADA.

• Assist in the preparation of reports, including employee benefits costs, participation rates, and trends.

• Prepare and submit necessary filings and compliance documents, such as ACA reporting and 5500 forms.

• Conduct audits to ensure benefits data accuracy and resolve discrepancies.

• Coordinate the annual 401k audit

• Employee Support and Communication:

• Serve as the primary point of contact for employee inquiries related to benefits and leave.

• Assist employees in understanding and maximizing their benefits, explaining plan features, eligibility, and enrollment processes.

• Communicate changes to benefits programs and provide ongoing education on available options.

• Data Management and Systems:

• Maintain accurate records of all benefits and leave data in the HRIS and other related systems.

• Update and review benefits and leave data, ensuring accuracy and consistency in employee records.

• Identify and implement process improvements to streamline benefits administration and leave management.

Required Skills/Abilities

• Bachelor’s degree in Human Resources, Business Administration, or related field (or equivalent experience).

• Minimum of 4-5 years of experience in benefits administration, leave management, or compliance.

• In-depth knowledge of employee benefits programs, IRS, FMLA, ADA, and other relevant employee benefit regulations.

• Strong organizational skills with attention to detail and accuracy.

• Strong problem solving and analytical skills

• Excellent communication and interpersonal skills to effectively assist employees with their benefits and leave questions.

• Strong excel skills including the ability to use VLOOKUP and sumif formulas, pivots and tables

• Understanding of W2 reporting requirements related to benefit programs.

• Understanding and owning the ACA reporting process 

• Experience with HRIS or benefits administration software.

• Experience coordinating outside stakeholders, including auditors, regulators, vendors and benefit brokers

• Ability to maintain confidentiality and manage sensitive employee information professionally.

• Preferred Qualifications:

• HR certification (e.g., PHR, SHRM-CP).

• CEBS certification

• Experience working in a multi-state or large organization.

• Familiarity with benefits compliance software and reporting tools.

Personal/Professional Attributes

• Personal Attributes:

• Empathy and Compassion:

• Demonstrates understanding and care when assisting employees with sensitive matters, such as leave for personal or family health issues.

• Maintains a supportive and approachable demeanor.

• Detail-Oriented:

• Pays meticulous attention to details, ensuring accuracy in benefits enrollments, leave tracking, and compliance reporting.

• Proactively identifies and corrects discrepancies.

• Integrity and Confidentiality:

• Handles sensitive employee information with the utmost professionalism and discretion.

• Upholds ethical standards and company policies.

• Problem-Solving:

• Thinks critically to address employee concerns and resolve complex benefits or leave issues.

• Uses creativity to propose solutions within regulatory and company frameworks.

• Adaptability:

• Thrives in a dynamic work environment with frequent changes in policies or employee needs.

• Quickly adjusts to new systems, regulations, and procedures.

• Patience and Diplomacy:

• Manages challenging situations or interactions with tact and patience.

• Effectively de-escalates employee frustrations or misunderstandings.

• Professional Attributes:

• Strong Communication Skills:

• Clearly and concisely explains complex benefits and leave policies to employees.

• Writes well-organized, professional emails and documents.

• Organizational Skills:

• Efficiently manages multiple tasks, deadlines, and priorities.

• Keeps detailed records and ensures all processes are well-documented.

• Regulatory Knowledge:

• Possesses a thorough understanding of laws and regulations, such as FMLA, ADA, ACA, and HIPAA.

• Proactively stays informed of updates to compliance requirements.

• Analytical Thinking:

• Evaluates benefits and leave data to identify trends or areas for improvement.

• Prepares insightful reports to support organizational decisions.

• Collaboration:

• Works well with HR team members, payroll, finance, and external vendors to ensure seamless processes.

• Builds positive relationships across departments to enhance the employee experience.

• Service-Oriented Mindset:

• Committed to providing excellent service to employees, ensuring their questions and concerns are addressed promptly and effectively.

• Actively seeks to enhance the employee experience through benefits education and communication.

• Technology Proficiency:

• Skilled in using HRIS platforms, benefits administration software, and Microsoft Office tools.

• Open to learning and implementing new technologies to improve efficiency.

Travel Requirements

This position may require occasional travel for training or meetings.