Benefits & Leave Administrator

The Benefits & Leave Administrator supports the administration of the organization's benefits plans and programs (i.e., group health, 401k, dental, vision, disability, FMLA, workers compensation, life insurance, and flexible spending account). This position assures compliance with the organization's policies and practices and local, state, and federal laws and regulations, including the Patient Protection and Affordable Care Act (PPACA). Essential Functions Administers’ Benefits Plans and Programs Monitors multiple aspects of the benefits plans and programs (e.g., medical, dental, vision, Health Savings Account (HSA), dependent care & healthcare Flexible Spending Account (FSA), disability, Life/Accidental Death & Dismemberment (AD&D), 401k, Consolidated Omnibus Budget Reconciliation Act (COBRA), Workers' Compensation, etc.) to support accuracy and timeliness. Serves as primary point of contact for benefits inquiries and troubleshooting to maintain a positive work environment by researching, analyzing, identifying root cause, and resolving issues and discrepancies in a professional, timely, and courteous manner. Monitors leave of absence and workers compensation, coordinates COBRA notifications between former associates and providers, and serves as point of contact for related inquiries. Maintains and tracks time off for FMLA, short-term disability, and workers compensation to ensure compliance and accuracy. Supports the annual renewal and open enrollment for benefits by coordinating materials (e.g., open enrollment guides, summary of benefits and coverage handouts, summary plan descriptions, etc.), speakers, and group meetings with associates. Maintains accurate benefits records, files, and information (e.g., status changes, associates' benefits selections and eligibility dates, enrollments, 401k changes, rollovers, distributions, loans, hardships, etc.) and monitors benefit deduction data in HRIS to ensure accuracy for payroll processing, benefits enrollment/eligibility, and vendors. Assists in researching current programs, analyzing trends and employee needs, to provide recommendations and enhancements for program improvements. Leave of Absence and Disability Administration Coordinates the full lifecycle of continuous and intermittent leaves from initial request through return to work. Administers in partnership with third-party administrators federal, state, local, and company leave programs, including FMLA, paid family and medical leave, parental, medical, personal, and other approved leaves. Track leave dates, usage, balances, certification deadlines, and expected return-to-work dates; following up on missing documentation and applicable deadlines. Provides employees with clear and compassionate guidance regarding eligibility, documentation, pay, benefits, and return-to-work expectations. Guide managers and HR partners on leave processes while safeguarding employee confidentiality. Coordinates with employees and Payroll regarding leave-related pay, deductions, premiums, timekeeping, and benefit continuations. Coordinates and partners with HR Business Partners on complex matters that may involve workplace accommodations or other employment considerations. Assist employees with short-term and long-term disability claims, forms, documentation, and process requirements. Coordinates information among employees, healthcare providers, insurance carriers, and internal partners. Track claim status, follow up on outstanding requirements, and communicate appropriate next steps. Coordinates disability benefits with applicable leave programs, workers’ compensation, workplace accommodations, and return-to-work requirements. Maintains accurate and confidential disability records. Workers’ Compensation Administration Coordinates the administrative process for work-related injuries and illnesses in partnership with HR and Legal Teams. Reviews incident information and support timely, accurate completion and submission of claim documentation to the carrier or third-party administrator. Communicates with employees, store and corporate management, medical providers, claims representatives, and other involved parties regarding claim status and required information. Tracks claims from initial report through resolution, including medical treatment, appointments, work restrictions, transitional duty, and return-to-work status. Identify missing or incomplete information, follow up with appropriate parties, and provide status updates to leadership. Maintains accurate and confidential claim files and tracking reports. Prepare and issue required employer notices, posters, trainings and information necessary for a successful workers compensation program. Conducts Audits, Prepares Reports, and Monitors Compliance Collects data from multiple sources and generates reports to summarize findings. Conducts monthly audit and reconciliation on premium statements, invoices, and associate data, identifies and reconciles billing variances, and resolves discrepancies in a timely manner. Prepares timely and accurate reports for the 401k Retirement Plan. Prepares timely and accurate auditing reports for Workers Compensation. Supports the audit preparation of the 5500 filing and discrimination testing, in accordance with plan documents, established policies and procedures, and applicable laws and regulations. Assists with regulatory compliance and reporting as required by the PPACA, Internal Revenue Service, and other regulatory agencies. Assists in researching required actions necessary by new regulations to comply with applicable laws and regulations. Builds and Maintains Relationships Develops and maintains positive business relationships with associates, vendors, stakeholders, etc. which fosters an environment for mutual respect, understanding, and support. Maintains relationships with third-party administrators, benefits consultants, brokers, vendors, carriers, and providers. Serves as a liaison between associates and benefits providers to respond to inquiries, to provide information, and to resolve issues. Responds to associates’ inquiries in a thorough, accurate, and timely manner. Handles sensitive employee information with discretion and in accordance with company policy and applicable requirements. Employee Engagement and Communications Develops and delivers clear benefits, leave and workers comp communications, educational materials, and trainings that help employees understand available programs and required processes. Partners with Corporate Communications team to build ongoing benefits communications into the Corporate Calendar. Creates engaging and creative benefits communications that highlights our benefits programs and offerings. Increase employee benefits awareness and engagements by tracking and enhancing our communications. Job Summary The Benefits & Leave Administrator supports the administration of the organization's benefits plans and programs (i.e., group health, 401k, dental, vision, disability, FMLA, workers compensation, life insurance, and flexible spending account). This position assures compliance with the organization's policies and practices and local, state, and federal laws and regulations, including the Patient Protection and Affordable Care Act (PPACA). Education Bachelor's Degree, Pref Work Experience 3+ years of experience in administering benefits, Pref Skills & Abilities Proficient in Microsoft Office Suite Knowledge of government regulations, filing, and compliance requirements affecting benefits programs (e.g, ERISA, COBRA, FMLA, PPACA, Section 125, HIPAA, Department of Labor, etc.) Ability to convey clear, concise information in verbal, written, electronic, and other communication formats; and to demonstrate active listening while engaging others Ability to maintain and handle matters of confidentiality with utmost tact and diplomacy Ability to adapt and adjust planned work through analyzing work demands, competing priorities, and tight deadlines; to understand the most effective and efficient means to accomplish tasks within the parameters of the organizational structure, processes, systems, and policies Strong organizational skills and the ability to handle multiple projects simultaneously and meet deadlines consistently Ability to anticipate and respond to the needs of stakeholders (e.g, internal and external customers, etc.) in a timely manner Knowledge of company operations, policies, and procedures #J-18808-Ljbffr