Human Resources Specialist

Job Description

Job Description

Description : Accountabilities :

1. Ensures effective administration of the organization’s benefits programs.

1.1. Keeps program / plan materials [enrollment documents, notices, forms, etc.] current, accurate and in compliance with governmental regulations [as applicable] (conducting research, seeking input from consultants, brokers, carriers, etc., completing updates, revisions, and rewrites, developing protocols, implementing processes, producing censuses, developing action plans, disseminating instructions, etc.).

1.2. Oversees and ensures program / plan documents [SPDs, official plan documents, etc.] are current, accurate and in compliance with plan practices and governmental regulations [as applicable] (taking proactive steps with consultants, completing and / or facilitating the completion of updates, revisions, and rewrites, producing correspondence, managing projects, etc.).

1.3. Ensures benefits content on the web sites are current (monitoring for accuracy and timeliness, assessing navigation, identifying areas needing modification, producing written content, replacing forms and materials, collaborating with others, facilitating / submitting and / or completing updates, etc.).

1.4. Manages COBRA administration (notifying benefits carriers, producing notifications, ensuring dissemination of information to separating employees, maintaining accurate records, ensuring timely notification of benefits changes, taking action as needed / appropriate, etc.).

2. Ensures optimal preservation of benefits records, effective utilization of protocols, and adherence to plan design.

2.1. Maintains accurate records of organization and member benefits (securing information, inputting data, updating files, producing reports, running benefit calculations in HRIS, monitoring data feeds for accuracy, trouble-shooting / resolving problems, reconciling and processing invoices [as applicable], ensuring accuracy of organization’s accounts on vendor / carrier websites / databases, etc.)

2.2. Accurately and timely processes all actions [enrollments, separations, changes, deaths, disabilities, LOAs, etc.] (serving as liaison with carriers / providers, generating reports, reconciling actions, updating constituents, serving as liaison with beneficiary and carrier, producing documents, coordinating data exchange, etc.).

2.3. Helps resolve participant problems (trouble-shooting claims challenges, answering questions, facilitating interactions, conducting research, devising protocols, sharing pertinent information with team members, communicating outcomes with participant, etc.).

3. Effectively [timely and accurately] educates employees, disseminates pertinent benefits information, and directs enrollment.

3.1. Conducts benefits orientation (developing presentation, producing handouts, ensuring the presentation is educational, informative, accurate, and current, keeping materials / handouts accurate and pertinent, tracking eligible employees, coordinating logistics, delivering according to established schedule, monitoring feedback, identifying adjustments, making changes, etc.).

3.2. Ensures timely enrollment (assisting / counseling employees, assisting with online enrollment, monitoring completion, reviewing for accuracy / appropriateness, producing reports, following up with employees, approving enrollment selections, verifying effective transfer to payroll, etc.).

3.3. Manages annual open enrollment and wellness initiatives (developing / executing action plans, producing announcement, designing needed materials, updating forms, promoting the activity, scheduling meetings [as needed], coordinating calendars with vendors, brokers, and consultants, collecting forms and / or assisting with online enrollment, following up on missing documents / enrollments, submitting information to vendors and / or carriers, updating payroll records, etc.).

3.4. Delivers and / or coordinates periodic educational workshops (identifying eligible employees [as needed], determining educational topics, establishing session dates, scheduling and communicating session offerings, coordinating speakers, handling logistics, developing / maintaining current / accurate presentation, tracking attendance, securing feedback, etc.).

4. Administers and manages the Family and Medical Leave program.

4.1. Effectively educates employees on utilization of program (responding to inquiries, disseminating forms [timely], interpreting / explaining policy, delivering documents, etc.).

4.2. Keeps the policy and forms in compliance with the law (monitoring activity for changes, consulting with experts, identifying needed adjustments, submitting suggested modifications, updating policies and forms, implementing changes, etc.).

4.3. Ensures effective application of FML protocols and documentation (processing FML requests, securing required documents, monitoring / editing timekeeping activities in compliance with approved leave, maintaining regular contact / interaction with employee, serving as a liaison with FML employee’s health care professionals, producing reports, etc.).

4.4. Ensures employees on FML do not exceed limit (closely monitoring time frames, maintaining FML log, examining absences, reviewing medical updates, communicating with employees and employees’ supervisors, producing action letters, maintaining open dialog with VP of HR, etc.).

5. Administers Workers Compensation for the organization.

5.1. Serves as liaison between entities (outlining workflow, working closely with QI and the incident reporting system, monitoring activity, communicating with insurance company and other entities, obtaining information from health care providers, sharing information with management [as needed], etc.)

5.2. Ensures management and staff are properly trained (posting policy, developing materials, designing presentation, conducting educational workshops, facilitating communications / interactions, etc.).

5.3. Promptly and accurately responds to governmental and / or organizational inquiries and requests [Workers’ Compensation, OSHA, safety surveys, etc.] (participating in surveys, completing and producing reports, collecting, synthesizing, and analyzing data, completing and submitting by deadlines, etc.).

6. Works with the HR Coordinator in the administration of departmental operations.

6.1 Participates in the delivery of NEO (collaborating in the identification and selection of topics, developing outlines, designing PPTs and handouts, conducting sessions, answering questions, etc.).

6.2 Acts as a backup to the HR Coordinator by providing daily support and handling administrative tasks.

7. Works with the Director of Training to coordinate and deliver identified training sessions (presenting according to prescribed schedule, providing direction / oversight in the handling of logistics [room reservation, refreshments, audio / video, etc.] facilitating / conducting sessions, instructing participants, etc.).

7.1 May be required to obtain certifications to become a training instructor.

8. Contributes to team effort by performing other duties as needed / assigned.

Requirements : Qualifications :

Education : Bachelor’s degree in Human Resources, Business Administration, or related field. Equivalent experience may be substituted. PHR, SPHR, SHRM-CP, SHRM-SCP, or CEBS certification, a plus.

Experience : Two years’ experience in a professional Human Resources position, with emphasis on employee benefits administration and records management. Computerized database, word processing, and spreadsheet experience required. Two years’ experience working with an HRIS.

Skills & Abilities : Exceptional communication (oral / written) skills, including the ability to write and speak concisely, succinctly, and accurately in a style appropriate to the audience. Demonstrated ability to comfortably prepare and present to large groups. Excellent interpersonal skills in dealing with all constituents essential. Proficient in Microsoft Office (e.g. word, excel, PPT), email systems, and strong working knowledge of database management. Good aptitude and confidence in using various forms of computer applications (e.g. web-based). Knowledge and application of navigating the Internet essential. Must have the ability to be diplomatic at all times, while exercising good judgment and discretion as appropriate. Must have excellent organizational skills; be detail-oriented, able to effectively multi-task, and adept at executing a number of varied activities simultaneously. Critical thought and demonstrated ability to analyze, interpret, and apply new information and / or laws to benefits programs. Must be self-directed, a self-starter, and have the ability to work under minimum supervision. Demonstrated or proven ability to set priorities, attain deadlines, while balancing multiple projects. Resourceful, analytical, and skilled at problem solving. Requires ability to maintain computerized recordkeeping system.

Physical Capabilities and Environment : The physical demands and work environment characteristics 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.

Physical Demands : Incumbent is required to sit for long period of time; stand; walk – around office environment; use hands to finger, handle, or feel objects; reach with hands and arms; bend and stoop; talk and hear. Employee may occasionally lift and / or move up to 25 pounds. Specific vision abilities required include : close-up vision, visual acuity for fine-print detail, extensive use of computers, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. Operate computer, printer, copier, fax machine, and telephone. Requires ability to read, write, and understand English.

Work environment : Work is primarily performed in an office environment. Noise level is generally low-moderate (office environment).