Employee Benefits & Leave Specialist

Primary Purpose:

Coordinate the employee benefits program for the district.  Maintain records and provide assistance to employees to ensure effective use of benefits. Implement district leave programs according to established policies, rules, and regulations.  Process and provide timely notification and communication to employees and supervisors regarding leaves and absences.  Provide support for daily human resource operations.  Handle routine HR inquiries and provide responsive and knowledgeable assistance to employees.

 Major Responsibilities and Duties: 

Benefits Administration

1. Administer employee benefit programs such as group health insurance, dental, life, and medical reimbursement.
2. Handle employee benefit inquiries and complaints to ensure quick, equitable, and courteous resolution. Act as liaison between employees and insurance carrier’s claims office and resolve administrative problems with insurance carrier representatives.
3. Provide timely notice to employees under the requirements of the Consolidated Omnibus Budget Reconciliation Act (COBRA), Health Insurance Portability and Accountability Act (HIPAA), and Affordable Care Act (ACA) including issuing certificates of coverage for all medical plans for all terminated employees and dependents.
4. Assist in conducting benefits orientation meetings and enrollment of new employees in benefit plans. 5. Assist with the annual open enrollment process, including making group presentations and preparing, distributing, and receiving materials and forms. Process all employee benefit enrollment and change forms within required time limits to meet payroll deadlines.

Leave Administration

1. Process all long-term absences according to established guidelines including determining eligibility for various leave programs (e.g., family medical leave and temporary disability leave) and providing employees with appropriate and timely notice.
2. Counsel with employees and supervisors concerning leave benefits and provide employees with accurate information related to absences such as deductions from pay, medical certification requirements, return-to-work dates, and fitness-for-duty requirements.
3. Work cooperatively with payroll department and risk management to process and coordinate all employee leaves and absences, including those relating to workers’ compensation claims.
4. Work with campus and departmental administrative staff to process daily absence reports.
5. Assist with employee orientation programs and present information on leave benefits.

Records, Reports and Correspondence:

1. Prepare and verify monthly premium statements for all group insurance policies. Balance and submit billing statements to accounting for payment. 
2. Maintain all benefits-related records including statistical data relative to premiums and cost. Assist with required data entry and preparation of reports.
3. Assist with preparation of benefits handbook, including word processing, coordinating printing, and distribution. 
4. Maintain and distribute insurance forms and supplies to campuses and other district buildings.
5. Compile, maintain, and file all reports, records, and other documents according to district standards and required.
6. Maintain employee leave records, including confidential medical information in accordance with federal and state laws and regulations and district policies and procedures.
7. Maintain confidentiality of information. 

 File Management:

1. Enter and update employee information in all HR databases.
2. Administer the records storage and destruction process of personnel records following established records retention schedule and requirements of the Texas State Library and Archives Commission. Assist with the purging of records and coordinate imaging of inactive HR records.

HR Support: 

1. Handle routine HR inquiries to ensure a high level of service and responsive, knowledgeable support for employees and their supervisors. Explain HR policies and practices to employees as appropriate.
2. Maintain an HR information database to ensure that employee information is accurate, current, and reliable. 
3. Answer and respond to incoming calls, take reliable messages, and route to appropriate staff. 
4. Greet visitors and assist employees and applicants to complete applications and required paperwork. 5. Follow district safety protocols and emergency procedures.
5. Compile, maintain, and file all reports, records, and other documents as required.
6. All other duties and responsibilities assigned. 

Supervisory Responsibilities: None

 Mental Demands/Physical Demands/Environmental Factors: 

Tools/Equipment Used: Standard office equipment including personal computer and peripherals; imaging equipment 

Posture: Frequent walking, standing, bending/stooping, and reaching. Occasional pushing/pulling, and twisting 

Motion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching Lifting: Occasional light to moderate lifting and carrying (less than 50 pounds)

Environment: May work prolonged or irregular hours

Mental Demands: Work with frequent interruptions; maintain emotional control under stress

Salary : $46,544 - $56,794