Coordinator-Benefits & Leaves

Days Per Year: 226

Min: $70,702

Mid: $85,182

JOB DESCRIPTION

JOB TITLE: Coordinator – Benefits & Leaves

REPORTS TO: Director – Compensation, Benefits and Leaves

WAGE/HOUR STATUS: Exempt   

PAY GRADE: AM 3            

PRIMARY PURPOSE:

The Coordinator – Benefits & Leaves oversees the administration and coordination of the District's employee benefits, leave, and workers' compensation programs under the direction of the Director – Compensation, Benefits & Leaves. This position serves as a subject matter expert responsible for independently managing the day-to-day operations of the Benefits & Leaves department, analyzing complex issues, interpreting and applying local, state, and federal laws and regulations, and developing effective solutions. The Coordinator provides leadership and guidance to the Benefits & Leaves Specialists, ensures the accurate administration and case management of all employee leave and benefits programs, maintains compliance with applicable laws and District policies, and implements procedures that promote efficient operations, accurate recordkeeping, and exceptional customer service.

Spring ISD employees are expected to act with integrity, support and demonstrate our core values, communicate in a clear and respectful manner and seek to continuously improve self-performance and processes.

QUALIFICATIONS:

Required:

• Bachelor’s Degree from an accredited college/university 
• 3 years benefits administration or job-related experience

Preferred:

Special Knowledge/Skills:

• Working knowledge of employee benefits and leaves programs administration
• Ability to interpret and disseminate insurance and benefits information to individuals and groups
• Strong and effective communication, interpersonal and public speaking skills
• Excellent skills in writing and proof reading
• Sound decision making
• Strong attention to detail and organizational skills
• Ability to export data; prepare spreadsheets and reports and analyze data
• Knowledge of Texas Labor Code and Texas Workers’ compensation Commission Rules
• Knowledge of the Texas accessibility Standards and Americans with Disabilities Act
• Knowledge of Teacher Retirement System of Texas (TRS)
• Knowledge of TRS Active Care Insurance

MAJOR RESPONSIBLITIES AND DUTIES:

• Supervise, train, develop, and evaluate Benefits & Leaves staff; assign work, monitor performance, and ensure timely, accurate, and customer-focused service delivery.
• Coordinate the administration of the District's employee benefits programs, including medical, dental, vision, life insurance, disability, flexible spending accounts (FSA), health savings accounts (HSA), retirement-related benefits, and other voluntary benefit programs.
• Coordinate the administration of all employee leave programs, including Family and Medical Leave Act (FMLA), workers' compensation leave, military leave, and other applicable leave programs in accordance with District policy and local, state, and federal laws.
• Provide oversight of employee leave case management by monitoring leave cases from initiation through return to work, ensuring timely communication, appropriate documentation, compliance with applicable laws, and coordination with employees, supervisors, healthcare providers, and third-party administrators.
• Coordinate and oversee the District's interactive process for employee accommodations under the Americans with Disabilities Act (ADA), ensuring requests are evaluated consistently, confidentially, and in compliance with federal law and District procedures.
• Oversee the workers' compensation program by coordinating claims administration, monitoring employee leave status, communicating with supervisors, employees, medical providers, and third-party administrators, and ensuring timely resolution of claims.
• Ensure the Benefits & Leaves team promptly processes leave requests, maintains ongoing communication with employees and supervisors, and accurately administers benefit enrollments, qualifying life event changes, and benefit terminations.
• Serve as the primary liaison between employees, benefit providers, insurance carriers, third-party administrators, and claims representatives to resolve complex benefits and leave issues.
• Respond to and resolve escalated employee benefits, leave, workers' compensation, and ADA accommodation inquiries, concerns, and complaints in a timely, equitable, confidential, and professional manner.
• Lead the District's annual benefits enrollment process, including planning, coordinating vendor participation, conducting employee communication campaigns, facilitating enrollment meetings, and ensuring accurate implementation of benefit elections.
• Coordinate benefits orientation and enrollment for newly hired employees and provide ongoing education regarding available benefit programs, leave policies, and eligibility requirements.
• Plan, coordinate, and evaluate employee wellness initiatives, including annual wellness fairs, health screenings, wellness campaigns, educational seminars, vendor partnerships, and the distribution of wellness resources that promote employee health and well-being.
• Ensure compliance with all applicable federal, state, and local laws governing employee benefits and leave administration, including COBRA, HIPAA, ACA, FMLA, ADA, USERRA, workers' compensation regulations, and District policies and procedures.
• Administer COBRA and HIPAA notification requirements by ensuring timely issuance of required notices, certificates of coverage, and other legally required communications for employees and eligible dependents.
• Review weekly and monthly benefits comparison reports, eligibility files, payroll deduction reports, carrier reconciliation reports, and leave reports; identify discrepancies, implement corrective actions, and ensure the integrity of employee records.
• Analyze benefits, leave, workers' compensation, and wellness data; prepare reports, identify trends, and recommend improvements to enhance operational efficiency, compliance, and employee services.
• Maintain accurate physical and electronic records related to benefits, leave administration, ADA accommodations, and workers' compensation in accordance with District record retention requirements and confidentiality standards.
• Develop, document, and maintain standard operating procedures for benefits, leave administration, ADA accommodations, and workers' compensation to ensure consistency, compliance, and continuous process improvement.
• Collaborate with Payroll, Human Resources Services, Finance, General Counsel, campus and department administrators, and benefit vendors to ensure accurate administration of employee benefits and leave programs.
• Prepare reports, presentations, and documentation for District leadership, audits, compliance reviews, and Board presentations as requested.
• Maintain confidentiality of employee medical and personnel information and exercise sound judgment when handling sensitive matters.
• Perform other duties as assigned.

WORKING CONDITIONS: 

This position requires a person that is able to maintain emotional control under stress. The usual and customary methods of performing this job require the following: ability to work in a fast-paced, high-intensity work environment efficiently and effectively with frequent interruptions. Job may require prolonged periods of time sitting, reaching and repetitive hand motions; prolonged use of computer. Prolonged irregular hours as needed as well as weekend work.

The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.