Benefits Specialist - Lawrence, United States - AgeSpan

Description

Job Description

AgeSpan

Formerly Elder Services of the Merrimack Valley/North Shore

About Us: Since 1974 our agency has strived towards supporting an individual's desire to make their own decisions, secure their independence and remain living independently in the community. We are proud of our employees who make this possible every day. Our agency is a thought-leader, a nationally known generator of new ideas, because it welcomes creativity, your ideas. It is an outstanding place to work stimulating, friendly, collaborative. We offer competitive salaries, generous vacation time, and an excellent work/life balance. We value diversity and encourage career growth. If you have a passion for improving the lives of the elderly community and enjoy working in a diverse team driven by its mission, you've found the right place

At AgeSpan, you'll find a work environment that combines:

• A refreshing culture that is supportive, collaborative, and encouraging of diverse perspectives and backgrounds.
• A focus on innovation with a team recognized for developing and implementing innovative programs and novel solutions.
• Encouragement of your development through opportunities to get involved, use your voice, and gain new knowledge and skills.
• A satisfying balance between your work and personal life, including a flexible workplace, generous paid time off, and wellness programs.

Depending on your role and your hours, we offer

• Flexible schedule and hybrid work opportunities
• Competitive salaries
• Healthcare (medical, dental, vision)
• 403b Retirement Plan with agency match
• 20 Vacation Days, 12 Sick Days, and 12 Paid Holidays
• Social Work Licensing Program
• License Renewal Paid by agency for RN's and Social Workers
• And MORE

Position Responsibility: Reporting to the Chief Human Resources Officer (CHRO), the Benefits Specialist leverages a deep understanding of benefits administration, compliance, and leave management to administer and oversee all AgeSpan benefits programs. The Benefits Specialist is responsible for administration and oversight of all benefits and retirement programs, including medical, dental, vision, life insurance, long-term disability, COBRA, leaves of absence, Employee Assistance Program, HRA, FSA, 457(b), and 403(b) plan.

Essential Functions: (Core duties or tasks that are fundamental, and not marginal to the performance of the job)

Employee Benefits Administration:

• Serves as the Agency's subject matter expert on benefit plans and policies, providing guidance and support to employees regarding plan provisions, claims issues, benefits enrollments, and qualifying events.
• Working with the Human Resources Administrative Assistant and Payroll Specialist, ensures accurate and timely processing of benefit-related transactions.
• Oversees enrollment processes, including new hire onboarding, annual open enrollment, and qualifying life events. Ensures that HR Administrative Assistant monitors ADP enrollment and follows up with new hires regarding benefit enrollments and existing employees regarding changes for qualifying events.
• Presents benefits overview at new employee orientation on a twice-monthly basis and supports newly-eligible employees by answering questions and providing guidance.
• Manages the open enrollment process, working closely with the fiscal department, CHRO and benefits broker to ensure smooth execution and communication.
• Serves as the primary liaison with benefits broker, insurance carriers, and third party administrators.
• Reviews the payment processing of all monthly benefit plan invoices, including auditing each month for accuracy. Works with HR Administrative Assistant to rectify any complex billing or enrollment issues.
• Ensures the accuracy of all benefits enrollments in ADP, to provide vendors with accurate eligibility information. Manages data feeds from ADP to carriers.
• Responds to 403(b) and 457(b) inquiries from employees relating to enrollments, plan changes and contribution amounts. Together with Payroll Specialist, manages the annual catch-up contribution enrollment.
• Serves as primary point of contact with retirement vendor and with former employees who inquire about plan participation, roll-overs, and distributions.

Leave of Absence Administration:

• Oversees and administers leave requests and accommodations arising under the Massachusetts Paid Family Medical Leave Act (PFML), Family and Medical Leave Act (FMLA), the Americans with Disabilities Act (ADA), and long-term disability plans. Oversees Agency personal and education leave policies.
• Handles the 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 PFML/FMLA-qualifying, requesting medical certification as needed, and accounting for continuous, intermittent, and reduced schedule leave use.
• Works with Payroll Specialist to determine supplemental amount of agency paid time off being used in addition to PFML state-paid benefit when requested by employee. Communicates this amount to manager to ensure accurate payroll processing during LOA.
• Serves as primary point of contact for employees and managers during the leave of absence and ADA accommodation process. 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.
• Maintains a leave of absence log with updated, new, and closed cases, updates ADP, and creates Employee Status Change Forms to notify payroll of changes in status. Ensures that monthly leave of absence report is distributed to managers by HR Administrative Assistant.
• Maintains reasonable communication with employees on leave to facilitate smooth and timely return to work; relays communication between employees and their managers during leave.
• Coordinating with Payroll Specialist to determine amount owed for benefits payments while on Leave, communicates with employees to collect funds.
• Administers other Agency time-off programs such as Sick Time, Vacation Time, and Massachusetts Sick Time as assigned in accordance with internal policy and applicable laws.
• Preserves confidentiality of employee medical documentation and files.

Worker's Compensation:

• Oversees and administers Worker's Compensation program. Responsible for the intake and life cycle of all workers' compensation claims; filing all insurance forms in a timely manner, providing workers' compensation adjusters with requested information including wage statements, state forms and medical documents, working with managers on return-to-work status and coordinating any other appropriate leaves.
• Ensures that HR Administrative Assistant completes all mandated reporting and record-keeping (300, 300A, 301 and logs).
• Analyzes agency-wide ergonomic needs and works with staff to set up stations properly.

HR Departmental Collaboration:

• Collaborates with HR Manager and other departmental staff on employee matters, particularly as they pertain to employee benefits.
• Participates in employee wellness initiatives.
• Participates in departmental planning and goal setting.
• Maintains a knowledge base of AgeSpan Policies and HR processes.
• Working with HR Team coordinates Staff Appreciation Day, Holiday Events, Benefit Fairs and similar programs.
• Other related duties as assigned.

Compliance and Regulatory Oversight:

• Stays current on federal and state regulations governing employee benefits, such as ERISA, ACA, HIPAA, COBRA and MA medical and family leave law.
• Maintains knowledge of all applicable leave and accommodation laws including the PFML, FMLA, ADA, and other state laws and regulations. Effectively interprets PFML, FMLA, and ADA implications as they relate to leaves of absences/disabilities. Drafts and/or recommends revisions to Agency leave policies to ensure compliance with federal and state laws and regulations.
• Ensures that all required reporting requirements are completed accurately and on time (including but not limited to ACA, 5500's). Ensures benefit programs comply with all legal requirements and reporting obligations.

Qualifications:

Extensive knowledge of employee benefits and applicable laws as gained through a minimum of 5 years of employee benefit management experience. Excellent written and verbal communication skills. Proficient with Microsoft Office Suite or similar software. ADP experience a plus.

Highly attentive to detail with excellent organizational and time management skills. Excellent problem solving skills. High level of interpersonal skills and integrity. Effective communication skills, including verbal (logical and organized), written, listening, and presentation skills. Ability to maintain confidentiality and handle sensitive information with discretion.

Bachelors degree in Human Resources or a related degree preferred. Associate's degree and a minimum of 8 years of relevant work experience required. Demonstrated expertise in benefits administration. Certified Benefits Professional (CBP) or Certified Employee Benefits (CEBS) certification is a plus.

Hours: 37.5 per week

AA/EOE

AgeSpan is strongly committed to fostering a professional environment that recognizes, respects, and encourages the unique contributions of a broad spectrum of qualified employees. It is important that our employees reflect the diverse communities we serve. We maintain a work atmosphere that allows people of varied backgrounds to grow professionally and contribute to our mission by promoting diversity, equity, inclusion, and work-life balance.