FMLA and Benefits Technician

Job Description

Location: 1102 Human Resources Pay Grade: A08 FLSA Status: Non-exempt

Under general supervision, the FMLA and Benefits Technician is responsible for administration of the City's Family and Medical Leave program and assists in processing employee benefit deductions and employee benefit programs.

Essential Job Functions

• Administers FMLA in accordance with federal law.
• Communicates with employees regarding their needs for leave and/or modified work schedules. Ensures that employees are aware of their responsibilities and of any documentation and notice required to qualify for and to take leave.
• Handles the FMLA leave administration process from the employee's initial notice of the need for leave to the return to work. This includes gathering and completing all required paperwork, determining leave eligibility, designating leave as FMLA-qualifying, requesting medical certification as needed, and accounting for intermittent and reduced schedule leave use.
• Processes FMLA requests and administer the FMLA program to include, providing explanations of FMLA and sick leave, City policy, checking accruals, coordinating paperwork with employees and department heads and ensuring appropriate forms are returned and processed.
• Maintains reasonable communication with employees on leave to facilitate smooth and timely return to work; relays communication between employees and their managers during leave within reason.
• Advises manager and employees on the interaction of leave laws with paid time off, worker's compensation, or other leaves.
• Oversees the return-to-work process for employees returning from FMLA.
• Administers other time-off programs as assigned in accordance with internal policy and applicable laws as applied to FMLA.
• Preserves confidentiality of employee medical documentation and files.
• Assists in coordinating the employee benefits programs such as health, dental, vision, near site clinic, telemedicine, flexible spending accounts, group life insurance, retirement plans and other benefits; handles benefit claims, enrollments, and cancellations.
• Stays informed of current FMLA laws/regulations to ensure compliance.
• Assists with processing benefit changes including new hires, life events, terminations, and COBRA enrollments.
• Assists with advising employees on eligibility provisions and other matters related to benefits; answers questions and concerns related to employee benefits.
• Assists with designing, developing and preparing employee benefits booklets, open enrollment materials, health and wellness fair materials, employee wellness events, benefits newsletters, and other employee benefit communications.
• Distributes Summary Plan Descriptions, Summary of Benefit Coverage, and annual employee notices as required.
• Assists with maintaining benefit records and documents; reviews monthly benefit deductions; audits and reconciles invoices.
• Perform data entry, word processing and filing.
• Performs other duties as assigned.

Minimum Education and Experience

Requires a High School Diploma or GED equivalent, supplemented by two to three years of related experience; or an equivalent combination of education, training and experience that provides the required knowledge, skills and abilities. Possession of or ability to readily obtain a valid Class D Driver's License issued by the State of Oklahoma.

Physical Requirements

Tasks involve the ability to exert minimal physical effort in sedentary work, typically involving some combination of balancing, feeling, handling, hearing, mental acuity, reaching, repetitive motion, speaking, standing, talking, visual acuity, walking and which involves some lifting, carrying, pushing and/or pulling of objects and materials of moderate weight (up to 10 pounds). Tasks may involve extended periods of time at a keyboard or workstation.

An offer of employment is contingent on the verification of credentials and other information required by the City of Broken Arrow policies, including the successful completion of a background check and drug/physical screening.

City of Broken Arrow is an Equal Opportunity Employer and values diversity at all levels of the workforce. Employment selection and related decisions are made without regard to sex, sexual orientation, gender identity, race, age, disability, religion, national origin, ethnicity, color, genetic information, marital status, or any other protected class. Broken Arrow is committed to reasonable accommodation, and a smoke free/drug free workplace.

2026 COBA Benefit Guide This document is intended to give an overview of benefits offered to full-time, non-union City employees. Benefit coverage begins on the first of the month following 30 days of employment

Retirement

• The City offers a 401(a) defined contribution retirement plan through the Oklahoma Municipal Retirement Fund (OMRF). The City contributes 10% of the employees' earnings into the plan. Employees become 20% vested after three years and vesting increases 20% for each additional year of service until 100% vesting is achieved at seven years. Employees may elect to contribute an additional amount.
• The City also offers access to a 457 retirement plan, both traditional and Roth, through Mission Square retirement.

Through our preferred providers, the City is pleased to offer anyone on the health plan access to medical services at no additional cost.

• Clinic : Anyone on the City's medical plan can access the Remedy Health clinics, including their on-site pharmacies, labs and imaging services at no cost.
• ZERO Card: Zero offers a wide range of services that may be ordered by your doctor, including labs, imaging, colonoscopies, orthopedic surgery, sleep studies, physical therapy and more- all at no cost to the employee.

• Vacation: One week of vacation is available after six months of employment. Thereafter, vacation is accrued monthly according to year of service.

Vacation leave cannot exceed the actual accrued number of hours earned by the employee. Holidays and other non-scheduled workdays shall not be computed in vacation leave expenditure. Each department establishes its own vacation scheduling procedures. Vacation cannot be used as the last day of employment.

• Holidays : Twelve paid holidays, plus one floating holiday each year.
• Sick : Eight hours per month up to maximum of 1,040 hours (130 working days).

• Life Insurance & Long-Term Disability - The City pays the entire premium for a term life insurance policy, as well as a long-term disability benefit that replaces part of your salary if you become unable to work for several months. The life insurance is equal to the employee's annual salary.
• Employee Assistance Program - Through Community Care EAP, City employees and their families can call for help with a variety of personal, professional, mental health, substance abuse and financial concerns. Three free visits are offered each year, with a reference for ongoing support if needed.
• Virta-Diabetes Reversal Program - This program is free to diabetic and pre-diabetic employees and spouses who are enrolled in the health plan. Virta's powerful program is shown to reverse Type 2 diabetes with coaching and nutrition management, leading to better health and reduced use of medication.

Additionally, all City employees may take advantage of reduced-cost and/or pre-tax access to the following voluntary benefits

• Flexible Spending Account (FSA)
• Dependent Care Account
• Accident Insurance
• Short-Term Disability Insurance
• Critical Illness/Cancer Insurance
• Genesis gym membership
• Crunch Fitness gym membership
• Pre-paid legal services
• IDShield membership
• No cost LifeBalance program, access to local and nation-wide discounts of participating online businesses