Employee Services Specialist

POSITION SUMMARY

The Employee Services Specialist position is responsible for directing and planning the day-to-day operations of group benefits programs (group health, dental, vision, short-term and long-term disability, worker's compensation, life insurance, travel and accident plan, flexible spending plan, 401(k) plan and retirement plan). This position provides quality benefits plans, investigates new benefits programs, improves existing programs, as well as provides analytical and technical support in the delivery of the benefit programs. The Employee Services Specialist uses their knowledge and expertise of HR concepts, principles, and practices to provide employees with quality customer service pertaining to benefits and COBRA administration, leaves of absence, worker's compensation claims and retirement planning. This Specialist is responsible for ensuring compliance with ACA and OSHA requirements. This HR team member supports organizational policies and procedures while supporting other team members positively.

Reports to: Human Resources Manager

Supervises: None

ESSENTIAL DUTIES

• Manage the onboarding and orientation process for hourly employees with the completion of required paperwork
• Maintain Human Resources records by updating new hires, transfers, terminations, changes in job classifications in Paycom system
• Administer various employee benefits programs, such as group health, flexible spending accounts, dental and vision, accident and disability, life insurance, 403(b), and wellness benefits
• Serve as primary contact for plan vendors and third-party administrators
• Coordinate transfer of data to external contacts for services, premiums and plan administration
• Evaluate employee benefits plans and vendors to identify those that present the best value in partnership with the benefits broker
• Design, recommend, and implement new benefits programs
• Assist with negotiations of vendors and administrators for best plans, options, and rates for employee benefits
• Plan and execute employee appreciation and recognition events
• Determine eligibility and counsel employees (and potential employees/applicants) on plan provisions
• Ensure the accuracy of all benefits enrollments and changes in the HCMS, as well as ensure accuracy of payroll deductions
• Resolve employee concerns related to health and welfare plans functioning as liaison with various insurance carriers
• Manage annual open enrollment period
• Handles distribution of plan summary materials and required notices, including Summary Annual Reports (SAR)
• Document and maintain administrative procedures for assigned benefit processes
• Ensure timeliness and accuracy of required reporting and fees
• Review monthly premium statements for all group insurance policies and maintain statistical data relative to premiums, claims and costs
• Resolve administrative problems with the carrier representatives
• Monitor ACA measurement periods for employees, keep supervisors updated on employees who are close to meeting eligibility requirements, and offer benefits when an employee reaches eligibility requirements
• Complete year-end preparation and filing of Affordable Care Act documentation, insurance censuses, and other required reports to support federal Affordable Care Act (ACA) requirements
• Run bi-weekly employee reports in human resources management system, including ACA tracking, hours worked vs threshold and employee status change reports
• Responsible for processing all leave of absence requests including meeting with employee to review LOA options, keep managers and payroll informed of employee status, track, and collect benefit premiums
• Effectively interpret FMLA and ADA implications as they relate to leaves of absences/ disabilities
• Create and maintain LOA policies and procedures to ensure accurate and timely distribution of information/documentation
• Notify Payroll Administrator of disability payments and changes in disability claims decisions
• Initiate enrollment in Concordia Plan services for qualifying employees, submits notification of change in employee status as necessary and responds to CSP inquiries
• Monitor hours worked for part-time employees and notify supervisors of employees who are close to meeting eligibility requirements for enrollment in Concordia Plan Services disability and retirement plans
• Familiarity with HIPAA compliance procedures and requirements
• Prepare necessary paperwork for offboarding employees, including COBRA notices
• Work with HR Director to complete more complex requests regarding terminations
• Review new hire packets to ensure all documents have been completed accurately
• Assist employees and coordinate workers' compensation claims with third-party administrator
• Follow up on claims and prepare reports for annual audit and renewal
• Prepare employment records related to events, such as hiring, termination, and leaves using human resources management system software

ADDITIONAL DUTIES

• Attends meetings, conferences as assigned
• Other duties as assigned

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The competencies, skills, and abilities listed below are representative of the knowledge and physical demands required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position

Education

Bachelor's Degree required

Experience

3 years minimum of experience in benefits administration, processing leaves of absence, and tracking ACA compliance responsibilities

KEY COMPETENCIES

Knowledge

• Professional Integrity
• Maintain confidentiality of sensitive information
• Guard the handling of sensitive or high-risk information appropriately
• Demonstrate sensitivity to surroundings and act accordingly in conversations
• Demonstrate behaviors that are consistent with standards for professional and ethical conduct
• Display reliability and honesty
• Financial Management
• Skillful research, collection, and analysis of complex or diverse information

Skills and Abilities

• Maintain a high level of accuracy in maintaining and entering information
• Maintain confidentiality
• Prioritize activities
• Handle frequent interruptions and deals with change effectively
• Ability to work under pressure
• Identify complex problems and review related information to develop and evaluate options and implement solutions
• Time management
• Display excellent interpersonal and team-oriented skills
• Use excellent planning and organization skills
• Proficient in Microsoft Office and Google Workspace
• Other duties as assigned

PERSONAL CHARACTERISTICS

• Exhibit the highest level of Christian integrity - his/her life reflects Christ-like morals, behavior, attitude, and leadership
• Foster a Christ-centered environment focused on Grateful Servanthood, Accountability, Compassion, and Collaboration, in alignment with our Guiding Principles
• Ability to articulate their Christian faith
• An active member of a Christian church; Missouri Synod preferred
• Support the Mission and Statement of Faith of Orange Lutheran High School

PHYSICAL REQUIREMENTS

The employee must have the physical abilities to perform the essential functions of the job as outlined above

• Frequently move about the campus, sit for extended periods, talk and hear, use hands to handle, feel, or grasp objects
• Occasionally stand, walk, push, pull, or lift, up to 50 pounds, reach with hands or arms, climb, balance, stoop, kneel, crawl, taste, or smell

WORK ENVIRONMENT

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

• Most work is performed in a climate-controlled office setting, with occasional outside exposure to varying weather conditions
• The noise level is that of a typical quiet office setting with occasional exposure to moderate noise