TITLE Benefit Specialist
CLASSIFICATION NUMBER 1339
IMMEDIATE SUPERVISOR Assistant Director of Human Resources, Benefits
MAJOR ADMINISTRATOR Director of Human Resources
The Benefits Specialist works with employees and their departments regarding the University’s benefits package, including the state retirement systems, medical and dental insurance, life insurance, long-term disability insurance, voluntary benefits, the state’s cafeteria plan, sick and vacation leave, Family Medical Leave Act (FMLA), and Worker’s Compensation. The Benefits Specialist processes enrollments, terminations, and changes to enrollments, maintains and updates the University database for specific benefit programs, prepares related payment reports and payment requisitions, and administers COBRA. The Benefits Specialist determines eligibility for FMLA, tracks usage, and coordinates with payroll for any deductions from pay. The Benefits Specialist is responsible for Worker’s Compensation and coordinates with various agencies and departments. The Benefits Specialist administers the credit fee waiver and issues involving leave, such as, calculating leave payouts for terminating and retiring employees, monitoring leave accruals for policy compliance, processing leave adjustments, and providing information to employees about benefits and leave.
MINIMUM ACCEPTABLE QUALIFICATIONS
Education/Experience: A high school diploma or the equivalent is required; a Bachelor’s degree is preferred. With a high school diploma or the equivalent, three years of progressively responsible administrative experience in Human Resources is required; with a Bachelor’s degree, one year of progressively responsible administrative experience in Human Resources is required. Experience with benefits administration, FMLA, Worker’s Compensation, and/or leave administration is preferred.
Skills: Effective oral and written communication skills are required. Effective interpersonal skills are required. Proficiency with Microsoft Office applications is required. The ability to learn and use an administrative business system, such as Banner, is required. Must have knowledge of or have the ability to acquire knowledge of relevant employment laws, including but not limited to the Family Medical and Leave Act (FMLA) and Americans with Disabilities Act (ADA). Must be detail-oriented, highly organized, and have the ability to work independently. The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is required.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Ensures that faculty and staff are given accurate information and appropriate assistance regarding benefits and leave by providing requested information, assisting with the benefit enrollment process and making changes in enrollments, distributing insurance identification and prescription drug cards, providing COBRA notifications, information about FMLA and Worker’s Compensation, providing assistance with benefit and leave problems, and providing assistance with filing claims as needed.
2. Ensures the accuracy of benefit transactions, assures compliance with applicable laws and regulations, and assures the appropriate use of University funds by maintaining an accurate database of benefit coverage, monitoring benefit enrollments, changes in enrollments, payroll deductions, payments made by retirees, COBRA continuants, employees on leave without pay, and insurance carrier invoices and prepares monthly payment requests for long term disability, life insurance, stop-loss insurance, pre-certification, and medical and dental administrative fees.
3. Works with employees regarding FMLA leave by providing information about the leave, responding appropriately within time frames required by law when such leave is requested, determining eligibility for leave based on current regulations, providing the appropriate forms within the required time frames, and tracking ongoing FMLA leave usage.
4. Provides information to the employee’s department about FMLA leave and the job protections extended by law to employees covered by the leave.
5. Coordinates continuing coverage of benefits requiring a payroll deduction if employees are on leave without pay.
6. Coordinates with Payroll regarding leave without pay and deductions for intermittent leave for faculty and exempt staff.
7. Refers employees to the Office of Institutional Equity and Compliance for Americans with Disabilities Act (ADA) accommodations when appropriate.
8. Prepares worker’s compensation accident reports and transmits to CARO within required time frames and works with injured employees and their departments to implement CARO’s Early Return to Work program by facilitating agreement on modified job duties.
9. When an employee has received a disability rating, works with the department to return the employee to work, refers the situation to the Office of Institutional Equity and Compliance for possible accommodations, or discusses the use of any remaining paid leave and begins the application process for long-term disability.
10. Coordinates with Payroll to make deductions from pay to offset temporary total disability payments received by employees and calculates and processes leave adjustments to offset the portion of pay that is not compensated by temporary total disability payments.
11. Tracks and reports the number and type of Worker’s Compensation injuries to General Counsel.
12. Administers the credit course fee waiver program by providing information to employees, determining eligibility according to program guidelines, processing requests and payments, monitoring program use and remaining balances, and providing amounts of taxable benefits to payroll.
13. Provides information about leave to employees, monitors leave accrual for accuracy, makes accrual adjustments when needed, monitors leave usage for compliance with Employee Handbook policies, and calculates unused vacation and sick leave payouts as appropriate.
14. Provides information about catastrophic and shared leave to involved parties, processes catastrophic and shared leave requests, and coordinates with Payroll regarding payment of catastrophic and shared leave.
15. Prepares and provides estimates of vacation and sick leave payouts to potential retirees.
16. Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.
17. Remains competent and current through self-directed professional reading, developing professional contacts with colleagues, attending professional development courses, and attending training and/or courses as directed.
18. Helps to assure the overall success of the Office of Human Resources by performing all other duties as assigned by the Assistant Director of Human Resources-Benefits
The Benefits Specialist is supervised by the Assistant Director of Human Resources, Benefits.
OFFICE OF HUMAN RESOURCES
JOB FAMILY 4
Factor 1: Professional Knowledge, Skill, and Technical Mastery
Level 2 - 900 Points: Entry-level professional knowledge of the principles, concepts, practices, and methods of non-technical administrative and managerial functions. Knowledge permits the employee to carry out basic recurring tasks and routine portions of assignments or to carry out less demanding professional elements of assignments in areas including communications, social sciences, art and design, education, and related functions while gaining in familiarity with the University's policies and goals, business practices and/or accounting systems. This level of knowledge permits the employee to schedule and carry out the steps of a limited operation or project to complete stages of a multi-phase project. Knowledge at this level is typically acquired through a combination of formal education and/or training and experience that includes a requirement for a college degree in an unspecified field or a specific background in a non-technical area. Knowledge requirements may also include a limited amount of related work experience.
Factor 2: Supervisory Responsibility
Level 1 - 50 Points: Typically, little, if any, supervision of others is required. The job may require irregular but occasional responsibility to direct the work of student workers and/or temporary or part-time workers. The nature of supervision is largely confined to assigning tasks to others and does not include a full range of supervisory responsibilities. The amount of time spent on directing the work of others is normally a small portion of total work time.
Factor 3: Interactions with Others
Level 4 - 500 Points: Interactions with others are somewhat unstructured. The purpose may be to influence or motivate others, to obtain information, or to control situations and resolve problems. Interactions may be with individuals or groups of co-workers, students, or the general public, may be moderately unstructured, and may involve persons who hold differing goals and objectives. Individuals at this level often act as a liaison between groups with a focus on solving particular unstructured problems. Interactions at this level require considerable interpersonal skill and the ability to resolve conflict.
Factor 4: Job Controls and Guidelines
Level 2 - 250 Points: The employee carries out a group of procedures using the general methods and desired results indicated by the supervisor. Typically, standard operating procedures, handbooks, and/or reference manuals exist for most procedures, but the employee must select from the most appropriate of several guidelines and make minor adjustments to methods. Unforeseen situations are normally referred to others for resolution. Assignments are related in function and objective, but processes, procedures, or software varies from one assignment to another. Based on the assignment, the employee uses diverse, but conventional, methods, techniques, or approaches. Employees in jobs at this level may perform work that is moderately complex, but normally performed within a fairly narrow and specific functional area.
Factor 5: Managerial Responsibility
Level 3 - 850 Points: Work involves providing significant support services to others both within and outside of the department that substantially influences decision-making processes. Work activities are complex and others rely on the accuracy and reliability of the information, analysis, or advice to make decisions. Work activities have a direct, but shared, impact on further processes or services, affect the overall efficiency and image of the department, and may have material impact on costs or service quality within the cost center. Incumbents may be responsible for identifying areas of need and for developing proposals that request funding to fulfill those needs.