Position OverviewThis role is remote. The Benefits & Leave Specialist is responsible for the administration of employee benefit and leave programs across the United States and Canada. This role serves as the primary point of contact for employee benefits and leave inquiries, manages leave cases from intake through return to work, coordinates with third-party administrators and insurance carriers, and ensures accurate documentation and compliance with federal, state or provincial, and local regulations.
The Benefits & Leave Specialist plays a critical role in delivering a positive employee experience while ensuring operational excellence, compliance, and effective administration of health, welfare, retirement, and leave programs.
Essential Job Functions Benefits Administration: - Administer employee benefit programs including medical, dental, vision, life insurance, disability, voluntary benefits, and retirement programs.
- Process benefit enrollments, qualifying life event changes, terminations, and dependent verification requests.
- Reconcile benefit eligibility and enrollment data between HRIS, payroll, and carrier systems.
- Coordinate and resolve benefit eligibility, billing, and coverage issues with vendors and carriers.
- Conduct regular audits of benefit deductions, enrollments, and carrier invoices.
- Support annual Open Enrollment activities including employee communications, system testing, enrollment validation, and issue resolution.
- Maintain benefits documentation, procedures, and employee-facing resources.
- Partner with Payroll to ensure accurate deductions and reconcile any benefits in arrears.
Leave Administration: - Manage leaves of absence including:
- Family and Medical Leave Act (FMLA)
- State/Provincial Paid Family & Medical Leave programs
- Parental leave (Maternity or Paternity)
- Personal leaves of absence
- Short-Term Disability (STD)
- Long-Term Disability (LTD)
- Military leave and other statutory leave programs
- Review leaves requests and determine eligibility in accordance with company policies and applicable laws.
- Coordinate leave administration with third-party leave vendors and insurance carriers.
- Track leave usage, required documentation, return-to-work dates, and accommodations.
- Ensure accurate communication of leave pay implications and payroll impacts.
- Maintain compliant leave documentation and case records.
Employee Support: - Serve as the primary contact for employee questions regarding benefits and leave programs.
- Educate employees on benefit options, eligibility, enrollment procedures, and leave processes.
- Provide guidance on life events, leave requests, and return-to-work processes.
- Escalate complex employee relations, compliance, or policy matters to the Benefits Manager as appropriate.
Compliance & Risk Management: - Support compliance with ERISA, ACA, COBRA, HIPAA, FMLA, ADA, CNESST state/provincial leave laws, and other applicable regulations.
- Monitor required state/provincial leave registrations, notices, and employee communication requirements.
- Assist with annual compliance activities including audits, non-discrimination testing support, reporting, and documentation.
- Maintain records in accordance with legal retention requirements and company policies.
- Participate in internal and external audits as required.
Vendor Management & Operations: - Coordinate with benefit carriers, brokers, retirement vendors, and leave administrators.
- Track vendor service levels, open issues, escalations, and resolution timelines.
- Support implementation of new benefit programs, system enhancements, and process improvements.
- Assist with benefits communications, training materials, and employee education initiatives.
- Identify opportunities to automate processes and improve operational efficiency.
Reporting & Analysis: - Generate recurring and ad hoc reports related to benefits and leave utilization.
- Monitor leave trends, enrollment activity, and service metrics.
- Support budgeting and forecasting activities through enrollment and utilization reporting.
- Maintain dashboards and reporting related to benefits and leave administration.
Additional Duties: - Handle additional duties as assigned by Management.
Job Requirements Education: - Bachelor's degree in Human Resources, Business Administration, or a related field, or relevant experience.
- Equivalent combination of education and experience will be considered
Experience: - 3-5 years of experience in benefits and leave administration.
- Experience with benefits and leaves in Canada, primarily Quebec.
- Experience with ADP WFN required and Workday preferred.
- Experience administering multi-state leave programs required.
- Experience working with third-party leave administrators and insurance carriers required.
Skills: - Knowledge of employee benefits and leave laws including FMLA, ADA, ACA, COBRA, HIPAA, and state leave programs.
- Strong analytical and problem-solving skills.
- Excellent attention to detail and accuracy.
- Ability to manage multiple priorities and meet deadlines.
- Strong communication and customer service skills.
- Ability to maintain confidentiality and handle sensitive employee information.
- Advanced proficiency with Microsoft Office Suite and HRIS systems.
- Travel required is expected to be up to 5% but may increase over time as the business evolves
Physical Demands and Special Requirements The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to handle, or feel objects; reach with hands and arms; climb stairs; balance; stoop or kneel; talk and hear. The employee must occasionally lift and/or move up to 25 pounds.
Additional Details - Salary Range: $85,000-95,000 + Bonus (this range is based on Colorado market data and may vary in other locations)
- This position is eligible for company benefits including but not limited to medical, dental, and vision coverage, life and AD&D, short and long-term disability coverage, paid time off, employee assistance, participation in a 401k program that includes company match, and many other additional voluntary benefits.
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