Benefits Specialist

Job Description

Job Description

Summary of Duties and Responsibilities

The Benefits and HR Rewards Specialist role supports the administration of Nevada HAND's employee benefits, 401k coordination, leave, wellness, total rewards, and HRIS programs, working closely with the VP of Human Resources. This position is fast paced, supports over 300 staff members, and must be available to answer questions or concerns regarding employee benefits, leaves, and payroll matters urgently and confidentially.

This position is responsible for performing a broad range of benefits, leave, HRIS, and total rewards-related functions with a primary focus on confidentiality, accuracy, compliance, problem-solving, and customer service. Responsibilities including day-to-day benefits enrollment; leave-of-absence processing (including FMLA, ADA, ACA, USERRA, and Workers' Compensation); ADP Workforce Now data entry, transactions, and reporting; wellness programming and administration; coordination of total compensation statements; and benefits-related employee communication and training. This individual is expected to be knowledgeable of ERISA requirements, applicable leave and employment laws, the ADA interactive process, and the distinctions between Defined Contribution and Defined Benefit retirement plans. This individual also serves as a backup for pre-employment screening as needed.

This position is expected to work in the office unless otherwise determined and periodically travel to property to meet with employees/check-in with employees if necessary and mandatory business and social events

The following essential functions of this position are performed personally, in cooperation with the supervisor, and/or in coordination with other staff. Additional work functions and duties may be assigned.

HRIS / ADP Workforce Now

• Serve as the subject matter expert and resource in ADP Workforce Now, supporting continued system optimization and process improvement. Particularly offboarding/end of employment.
• Enter and maintain employee information in ADP related to new hires, status changes, transfers, pay changes, benefit coverage, and terminations, including onboarding new employees from the Applicant Tracking System (ATS) into ADP.
• Assist with the administration and set-up of the common review date performance management and goals modules within ADP.
• Support ADP set-up and configuration for each March 1 annual open enrollment, including plan build, eligibility rules, and testing; implement and maintain Group Benefits in ADP.
• Run ADP reports of all types (standard and custom) to support HR, Benefits, Payroll, and Finance requests, and compile quarterly and annual departmental analytic reports.
• Prepare reports and analysis related to benefits utilization, cost, and employee turnover.
• Maintain required local, state, and federal records, postings, and reports, including I-9 and EEO-1 reporting; understand how EEO-1 data is compiled and reported.

Employment / Onboarding

• Understand and comply with applicable pre-employment and onboarding laws (e.g., background checks, work authorization, drug testing) throughout the new-hire process; assist with the work-card process and serve as backup for pre-employment screening.
• Assist with onboarding new employees, including completion of I-9 and work-card documentation, benefits enrollment paperwork, and creation of electronic benefits files.
• Issue job descriptions to employees transferring to a new position and notify the department manager and other relevant departments of start or transfer dates.
• Initiate Notice of Change forms for new hires, transfers, and other personnel actions as needed.
• Assist with payout processing for the employee referral bonus program.

Leaves of Absence & Safety

• Administer leave-of-absence programs, including FMLA, ADA (interactive process), ACA, USERRA, and Workers' Compensation, in compliance with applicable federal and state regulations and organizational policy.
• Complete, review, and approve FMLA certification and designation forms; ensure timely and compliant notices to employees; track and reconcile employee FMLA hours used and remaining and maintain accurate leave records.
• Respond to employee questions about FMLA and other leaves — both written and verbal — in a clear, timely, and compliant manner.
• Assist with ADA interactive process documentation and accommodation tracking.
• Assist when necessary, with benefits related to OSHA and Workers' Compensation claims.

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Administration Benefits

• Coordinate administration of employee health benefits and 401(k) plan/Roth IRA enrollment, communication, and ACA compliance requirements; understand ERISA requirements as they apply to health and welfare and retirement plan administration.
• Understand and be able to explain the difference between Defined Contribution and Defined Benefit retirement plans.
• Serve as a primary contact, along with the VP of HR, to insurance brokers and service providers for the health and welfare program, ensuring compliance with applicable government regulations.
• Reconcile monthly benefit invoices and conduct monthly benefits audits; coordinate with accounting on monthly insurance carrier invoices and internal billings.
• Coordinate enrollments, COBRA (with TPA), terminations, changes, beneficiaries, and claims for disability, accident, and death, along with weekly vendor file feeds.
• Process life events and status changes (e.g., marriage, childbirth, divorce) within legal guidelines and plan timelines.
• Maintain employee benefits files electronically, including current Summary Plan Descriptions and related amendments.
• Coordinate quarterly open enrollment for newly eligible 401(k) participants with the financial advisor and assist with the annual health benefits renewal process in coordination with the insurance broker.
• Coordinate the annual total compensation process and delivery of total compensation statements.
• Participate in industry benefits surveys and benchmarking studies.
• Prepare regular benefit reports, extracting and analyzing data from the HRIS/benefits database.

Wellness & Training

• Serve as the primary support for the Wellness program, including annual review and updates to the Wellness Guide.
• Review wellness support documents against tracking records (e.g., Smartsheet) and confirm point accuracy for employees.
• Plan, organize, and help execute the annual Wellness Fair and point-redemption events, including celebrating winners and launching the program for the next year.
• Create benefits training content and deliver presentations — including lunch-and-learns and open enrollment overviews — to both small groups and large audiences.
• Participate in the company's Social Squad committee, assisting with planning, organizing, and attending committee meetings.

Other Functions and Work Duties

• Be available to meet with employees at their work site to discuss sensitive leave or benefit matters.
• Work collaboratively as a team player with HR, Payroll, and other departments to ensure smooth and accurate flow of information.
• Coordinate specific work tasks with other personnel within the department and across departments as needed.
• Perform administrative duties such as filing, typing, scanning, copying, and other office duties as required.
• Perform other duties as may be determined necessary for the well-being of the total operation.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Education and/or Experience

• High school diploma or equivalent required; undergraduate degree preferred in HR, business administration, psychology, or a related field.
• Three to five (3-5) years of experience in human resources, with direct experience in benefits administration, leave management, and HRIS are a must.
• Experience with HRIS systems required; ADP Workforce Now strongly preferred.
• Experience Calculating & Tracking FMLA
• Proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint) and Smartsheet.
• Bi-lingual in English and Spanish required.

Other Skills and Abilities

• Working knowledge of FMLA, ADA, ACA, USERRA, Workers' Compensation, ERISA, and EEO-1 reporting requirements.
• Understanding of pre-employment and onboarding laws and best practices.
• Ability to run and interpret ADP reports of all types and translate data into clear, actionable analysis.
• Strong ability to establish and maintain effective relationships with management, employees, service providers, and the general public.
• Ability to present facts, training content, and recommendations effectively in oral and written form, including in front of large audiences.
• Strong team player with the ability to work collaboratively across departments.
• General knowledge of the principles and practices of personnel administration.

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• Stooping — frequently bending body downward and forward by bending the spine at the waist, requiring full use of the lower extremities and back muscles.
• Kneeling — frequently bending legs at knees to come to rest on knee or knees.
• Reaching — frequently extending hand(s) or arm(s) in any direction.
• Handling — frequently seizing, holding, grasping, turning, or otherwise working with hand or hands.
• Ability to transport files up to approximately 20 pounds, and to lift files up to 20 pounds from ground level to 4 feet in height, moving them from shelf to shelf in storage.
• Regularly required to use hands to finger, handle, or feel; reach with hands and arms; and talk or hear using telephone, computer keyboard, mouse, and calculator while seated at a desk.
• Able to sit at a desk for extended periods of time.
• Specific vision abilities required by this job include close vision, depth perception, and the ability to adjust focus.
• Light work: exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects.
• The worker is not substantially exposed to adverse environmental conditions.