What are the responsibilities and job description for the Benefits Coordinator position at Quintairos, Prieto, Wood and Boyer, P.A.?
POSITION SUMMARY:
The Benefits & Leave Coordinator supports the administration of employee benefits, workers’ compensation, and leave of absence programs, ensuring compliance with federal and state regulations while delivering high-quality employee experience.
KEY RESPONSIBILITIES:
Benefits Administration
- Manage benefit enrollments, including medical, dental, vision, life insurance, STD/LTD, HSA, and voluntary plans.
- Ensure new hires enroll/waive benefits; enter these manually when necessary.
- Audit COBRA administration and respond to participant inquiries.
- Assist with open enrollment activities, including employee communications and benefits materials.
- Assist with providing benefits overview and individualized guidance to new hires and existing employees.
- Assist with processing qualified life events (e.g., marriage, birth, change in medical coverage, etc.) accurately and in a timely. Change personal information with carriers as necessary.
- Maintain benefits records, files, and documentation within HRIS and Benefits Cloud systems.
Payroll & Vendor Coordination
- Communicate benefit deduction changes or adjustments to payroll.
- Distribute ID cards and plan-related communications upon request.
Leave of Absence & Compliance
- Administer FMLA, personal, educational, parental, and bereavement leaves in compliance with applicable laws.
- Provide required FMLA Rights, applications, invoices, intermittent leave instructions, certification reminders, disability information and benefit continuation to employees on leave. Confirm return to work date and medical clearance is provided prior to returning to work. Notify the 3rd party leave administrator of new leave requests and notify of return-to-work dates. Notify Payroll Administrator of paid/unpaid time off prior to payroll processing deadlines.
- Maintain accurate FMLA and leave records in HRIS and third-party systems.
- Coordinate leave documentation, approvals, tracking, and return-to-work processes.
- Review and file STD/LTD claims and vendor communications.
- Notify payroll of unpaid leave periods and benefit premium requirements.
- Process benefit invoices for unpaid FMLA leaves.
- Ensure compliance with posting requirements for federal and state employment laws.
Workers’ Compensation
- Submit and track workers’ compensation claims.
- Coordinate with the carrier to ensure timely resolution and claim closure.
- Distribution of annual Workers' Compensation notices for each office.
Reporting & Audits
- Assist with benefits-related audits and compliance reporting (ACA, ERISA, 401(k)).
- Assist with providing data and documentation for internal and external audits.
- Monitor and support ongoing regulatory compliance initiatives.
KNOWLEDGE, SKILLS, EXPERIENCE:
- Working knowledge of federal and state employment and benefits regulations (FMLA, COBRA, ADA, HIPAA, ERISA, ACA).
- Strong organizational, analytical, detail-oriented, and problem-solving skills.
- Excellent written and verbal communication skills.
- Ability to manage confidential information with discretion.
- Proficiency with HRIS platforms and Microsoft Office (Excel, Word, Outlook).
- Ability to work independently and prioritize multiple deadlines.
QUALIFICATIONS:
Required
Minimum 2 years of experience in Human Resources or Benefits Administration within a centralized organization.
Preferred
- Bachelor’s degree in Human Resources or related field.
- PHR or similar HR certification.
- Law firm or professional services experience.
SUPERVISORY RESPONSIBILITIES:
None.
PHYSICAL DEMANDS & WORKING CONDITIONS:
This position is primarily sedentary and office-based, requiring extended periods of sitting and computer use. Occasional standing, walking, lifting (up to 20 lbs.), and reaching may be required. The work environment is an indoor office setting with typical noise and temperature variations.
EQUAL EMPLOYMENT OPPORTUNITY:
We are an Equal Opportunity Employer and are committed to providing a workplace free from discrimination and harassment.
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