Benefit and Leave Specialist

1 month ago

Madison, United States FAC Services, LLC Full time

About FAC Services

FAC Services is a professional firm that provides business services to architecture, engineering, and construction service firms. Our focus on high quality, timely and trusted business services allows our partners to focus on advancing their strategic goals and priorities. We maintain the highest ethical standards and personalized services within a culture that encourages professional and personal growth.


Job Purpose

The primary purpose of this job is managing and administering leave of absence. This position will also be responsible for administration of benefits, assisting employees with benefits enrollment and questions, verifying and processing benefits insurance billing, maintaining employee database and files. This position provides customer service to staff, external clients, and vendors.


Primary Responsibilities:


Leave of Absence

  • Manage the FMLA leave administration process from initiation with employee to return-to-work
  • Serve as a contact for employees requesting leave or accommodations, providing guidance, and explaining the process to ensure understanding of their rights and responsibilities while facilitating timely and smooth processing of requests.
  • Assess and determine eligibility for leave, considering factors such as firm policies, medical certifications, duration of leave requested, and applicable laws and regulations.
  • Communicate with employees regarding their needs for leave and/or modified work schedules. Ensure employees are aware of their responsibilities and of any documentation and notice required to qualify for and to take leave.
  • Act as liaison between employees and managers during leave to notify of pertinent details; maintain communication with employees on leave to facilitate smooth and timely return to work.
  • Advise managers and employees on the interaction of leave laws with paid time off, workers compensation, and short-term and long-term disability benefits.
  • Oversee the return-to-work process for employees returning from extended FMLA, workers compensation, or other leave(s).
  • Maintain complete and accurate records of leave and accommodation requests in accordance with specified legal requirements and documentation of best practices.
  • Monitor and track FMLA leave usage, ensuring compliance with leave entitlements and any applicable state or federal regulations.
  • Maintain knowledge of all applicable leave and accommodation laws including the FMLA, ADA, and state and local laws.
  • Manage the LOA shared inbox by providing accurate and timely responses to employees, managers and firm leads.
  • Coordinate and partner with internal and external contacts, such as healthcare providers and Legal, as needed to support the administration of FMLA leave.
  • Ensures Labor Law Posters are up to date.
  • Communicate qualifying life event information and work with internal team members to process changes, collect missed premiums, update carriers.
  • Proactively review missed premiums and coordinate timely payment with the employee.
  • Responsible for timely completion of bi-weekly timesheets for employees on leaves.
  • Provide ongoing training and education to managers and employees on FMLA leave policies, procedures, and compliance requirements.
  • Support employees on leave during annual enrollment.


Benefit Administration

  • Administration of benefit programs; including enrollments, terminations and qualifying life changes.
  • Support wellness initiatives and communications as needed with requests from internal Marketing/HR.
  • Work with HCM Specialist for regular Dayforce Hub updates.
  • Develop, maintain, and manage procedures within the ES department needs.
  • Act as a liaison between employees and insurance providers to resolve benefit related issues and ensure timely and effective communication.
  • Maintain a strong working relationship with our firm HR partners.
  • Update and verify payroll verification spreadsheets to ensure accurate reporting of information.
  • Maintain employee benefit files and update employee records within the system as needed.
  • Assist with orientations and advising employees on benefits.
  • Assist with the Benefit Help Inbox as assigned.
  • Assist with annual benefits enrollment.
  • Assist with Annual Compliance of ACA and health care reform.
  • Perform other duties as necessary to support the Employee Services team.


Qualifications


Education and Experience:

  • A Bachelors degree in Human Resources or related field required.
  • Minimum 4 years of experience in administering FMLA, ADA, and other leave programs.
  • Multi-State Laws: Working knowledge of state-specific laws, including but not limited to PFL, PSL, CFRA, PPLO, DBL, PFML, FAMLI, PLO.
  • Minimum 2 years experience in a Human Resource Generalist role understanding best practices.
  • Experience working within HRIS systems.


Knowledge, Skills and Abilities Required:

  • Knowledge of Microsoft Office (Word, Excel, PowerPoint, and Outlook) and familiarity with payroll and HRIS software.
  • Excellent communication and interpersonal skills; Ability to effectively communicate with all levels of the organization.
  • Strong knowledge of FMLA regulations, compliance requirements, and knowledge of other leave laws and regulations, such as ADA (Americans with Disabilities Act).
  • Ability to handle sensitive and confidential information with discretion and maintain a high level of professionalism.
  • Ability to work under limited direction.
  • Exceptional attention to detail to ensure accuracy and completeness of documentation.
  • Excellent problem-solving capabilities and organizational skills, with the ability to manage multiple competing priorities and deadlines.
  • Ability to prioritize and handle multiple assignments at one time.


Working Conditions and Physical Effort:

  • Work is normally performed in a typical hybrid environment.
  • No or very limited physical effort is required.
  • No or very limited exposure to physical risk.

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