Benefits/Leave Administrator

HAWAI'I ISLAND COMMUNITY HEALTH CENTER

POSITION DESCRIPTION

JOB TITLE: Benefits and Leave Administrator FLSA STATUS: Exempt DEPARTMENT: Human Resources SUPERVISED BY: Director of Human Resources

I. POSITION FUNCTION SUMMARY

Under the direction of the Director of Human Resources the Benefits and Leave Administrator is responsible for managing and tracking group benefits programs such as health, dental, vision, life insurance, workers compensation, flexible spending, 403B and other plans. Also responsible for administering leave requests and accommodations requiring specialized attention, particularly those arising under the Family and Medical Leave Act (FMLA), the Americans with Disabilities Act (ADA), state and local leave laws, and short-term or long-term disability plans.

II. ESSENTIAL DUTIES AND RESPONSIBILITIES

This position may have various work assignments within HICHC. This description is intended to be generic in nature, and as such it does not detail all duties and responsibilities of the particular job assignment. Various duties, responsibilities and accountabilities may be assigned to an incumbent in this position depending on the specific job assignment, and may include but not be limited to the following:

Benefits Administration Duties

• Acts as the liaison and primary contact with benefits brokers and carrier representatives to ensure compliance, identify plan enhancements, and ensure effective return on investment.

• Supports the Open Enrollment process and associated timeline to ensure an effective and efficient process. • Ensures the accuracy and consistency of all benefits materials, including benefit plan documents, Summary Plan Descriptions (SPDs), benefits guide, and all associated materials are posted, up to date and available to employees. Distributes these materials to all staff during open enrollment and all new hires at Orientation.

• Participates in Employee/Volunteer Orientation and explains HICHC policies, procedures and benefits.

• Coordinates transfer of data to external contacts for services, premiums and plan administration.

• Documents and maintains administrative procedures for assigned benefits processes.

• Ensures compliance with applicable government regulations. Ensures timeliness and accuracy of required reporting and fees.

• Coordinates all benefits processing. Handles enrollments, COBRA, terminations, changes, beneficiaries, disability, accident and death claims, rollovers, QDROs, QMCSOs, distributions, loans and hardships.

• Maintains employee benefits files and group benefits database. Informs the Finance Department to update employee’s payroll records accordingly.

• Gathers employee data and oversees the processing of monthly billings and the preparation of vouchers for payment of administrative fees for all group plans.

• Allocates group health and dental claims monthly and reviews quarterly.

• Analyzes current benefits, evaluating the use, services, coverage, effectiveness, cost, plan experience and competitive trends in benefits programs, and identify the company's stance.

• Reviews both short- and long-range cost estimates/projections and relevant statistical analyses regarding modifications in benefits programs and implementation of new programs.

• Surveys industry trends. Completes benefits surveys and reviews information obtained from the results. Analyzes complex benefits information. Forecasts trends and assists with future benefits designs. Develops specific recommendations for review to HR Director.

• Monitors administrative costs of benefits programs and recommends cost containment strategies, including alternative methods for administration and funding. Assists with budgetary recommendations and assists in the monitoring, verifying and reconciling of budgeted funds as it relates to Benefits costs.

• Provides customer service support to internal and external customers. Develops communication tools to enhance understanding of the company's benefits package.

Leave Administration Duties:

• Communicates with employees regarding their needs for leave and/or modified work schedules. Ensures that employees are aware of their responsibilities and of any documentation and notice required to qualify for and to take leave.

• Handles the FMLA leave administration process from the employee’s initial notice of the need for leave to the return to work. This includes gathering and completing all required paperwork, determining leave eligibility, designating leave as FMLA-qualifying, requesting medical certification as needed, and accounting for intermittent and reduced schedule leave use.

• Maintains reasonable communication with employees on leave to facilitate smooth and timely return to work; relays communication between employees and their managers during leave within reason.

• Advises managers and employees on the interaction of leave laws with paid time off, workers’ compensation, and short-term and long-term disability benefits.

• Oversees the return-to-work process for employees returning from extended FMLA, workers’ compensation, or other leave(s).

• Facilitates other leave requests.

• Administers other company time-off programs as assigned in accordance with internal policy and applicable laws.

• Drafts and/or recommends revisions to company leave policies to ensure compliance with federal, state, and local laws and regulations.

• Maintains complete and accurate records of leave requests in accordance with specified legal requirements and documentation of best practices.

• Preserves confidentiality of employee medical documentation and files.

• Maintains knowledge of all applicable leave and accommodation laws including the FMLA, ADA, and state and local laws.

• Updates related databases and corresponding spreadsheets if applicable.

• Completes Exit Interviews upon termination of employees; explains COBRA coverage and post-employment benefits and processes.

• Performs other duties as assigned.

III. REQUIREMENTS

Education and Experience

• High school diploma or GED required.

• 2+ years of experience in Human Resources

• SHRM-CP or SHRM-SCP preferred.

• Completion of specialized certification or training on FMLA/leave administration a plus.

Knowledge, Skills and Abilities

• Effective planning and priority setting. Ability to manage several complex projects simultaneously while working under pressure to meet deadlines.

• Extensive knowledge of all pertinent federal and state regulations, filing and compliance requirements, both adopted and pending, affecting employee leave and benefits programs, including the ACA, ERISA, COBRA, FMLA, ADA, workers' compensation and other applicable laws.

• Excellent written and verbal communication skills.

• Excellent analytical and problem-solving skills.

• Excellent organizational skills and attention to detail.

• Proficient in Microsoft Office Suite or similar software.

Physical Requirements

• Prolonged periods sitting at a desk and working on a computer.

• Must be able to lift up to 15 pounds at times.

Personal Characteristics

Personal characteristics include: a team player, high integrity, multitasker, communication and customer relations skills, regular work attendance, courteous and friendly, able to work well with diverse groups of people, gain and maintain the respect of others, accept HICHC mission and values.

Confidential and Sensitive Information

Because the employee has access to personal and professional data regarding individual employees and their families, personal data regarding individual patients and the families, and/or sensitive company financial data, an essential job result is the maintenance of a high level of confidentiality of the information processed by the employee. Violation of this confidence may result in disciplinary action, up to and including termination of employment.

IV. PHYSICAL CHARACTERISTICS/WORKING CONDITIONS

General Remarks: The work environments described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential tasks and functions.

Environment: Noise level in the work environment is low to moderate. There are no known environmental hazards on the premises. Work environment is often stressful and may be subject to frequent interruptions. Work is in the office. Occasional travelling off site may be required. Incumbent may be exposed to patient’s conditions and some unpleasant sights, smells and contagious diseases including virus, disease and infection from patients and specimens in working environment. All employees are offered the opportunity to receive the Hepatitis B vaccination series.

Equipment Use: Telephone system and office equipment including but not limited to computer, printer, facsimile machine, copier and general office supplies.

Work Hours: This position is exempt under the provisions of the Fair labor Standards Act (FLSA) and is not subject to the policies and procedures pertaining to overtime hours and premium pay. The foregoing position description is not all-inclusive of the duties that may be assigned to the employee. In order to ensure maximum flexibility and efficiency and to encourage cross training, employees will be assigned additional duties as deemed necessary or desirable by HICHC.

Mental Demands: Duties require attention to detail, alertness, problem solving, tolerance to stress and exercising sound judgement. Duties require high tolerance and adequate coping skills for dealing with loss, grief and bereavement. Good stress reduction and management skills are essential.

V. REMARKS

The forgoing position description is not all-inclusive of the duties that may be assigned to the employee. In order to ensure maximum flexibility and efficiency and to encourage cross training, employees will be assigned additional duties necessary or desirable by HICHC.