Under the general direction of the Director of Health and Welfare Benefits, the Benefits and Leave Administrator is responsible for providing administrative support to eligible employees filing and/or participating in a paid or unpaid leave of absence. This includes communicating with employees approved for a leave regarding collection of benefit premiums, updating of employee status with the Company's HRIS (UKG), providing notice of late premiums, removing coverage if needed and coordinating with HR Managers and Payroll teams on statuses. This position is also responsible for managing the dependent verification program, working closely with employees to ensure individuals covered by the core benefit plans meet the definition of "dependent" per the Summary Plan Description(s).
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES • Lead the coordination of paid and unpaid LOA processes including FMLA, ADA, short-term disability (STD) and long-term disability (LTD):
o Provide first point of contact support to HR Managers and employees with questions regarding leaves of absences:
- Answer daily questions from employees.
- Assist with claims issues and questions.
- Answers questions and escalates more complex issues to vendors or administrators.
- Communicate and partner with third-party administrator to ensure timely reporting and required documentation.
- Provide weekly STD payment summaries to Payroll
- Partner with Payroll to ensure STD payments are processed correctly.
o Effectively interprets FMLA and ADA implications as they relate to leaves of absences/disabilities. o Manage leave file from leave start to leave closure, including maintaining accurate account of all leave types used, dates, balances, etc.
o Serve as the liaison between the employee, leave plan administrator, manager, and HR Partner regarding their need for leave and/or modified work schedules. Ensures that employees are aware of their responsibility to open a disability or FMLA claim with the leave plan administrator.
o Educate HR Managers on process for collection of premiums including payment plans, employee notification requirements, 15-day notice of termination letters.
o Update Company systems and databases (e.g., UKG) with employee leave status and arrears handling. • Manage the Company's Dependent Verification process including, but not limited to:
o Work closely with employees to guide them through the Dependent Verification process according to Company procedures.
o Verify dependents by reviewing submitted documentation and requesting additional records when needed.
o Collect Spouse Affidavit forms from all employees enrolling a spouse in the Plan during annual open enrollment.
o Manage and document the dependent verification process within UKG by validating and uploading required documentation to employee's record. • Assist with annual health & welfare benefits open enrollment:
o Participate in open enrollment system testing:
- Partner with Payroll to ensure accurate file feeds and deductions of all benefit premiums.
- Import files (file feeds) from vendor to UKG (Benefits Prime/Plan Source).
- Review premium calculations. • Support the cross-functional Corporate Benefits team as needed:
o Perform benefits and enrollment related quality audits.
o Review benefit eligibility reports and invoices.
o Assist with coordination of the company wellness program. • Pull reporting from internal and external reporting systems.
KNOWLEDGE, SKILLS, AND EXPERIENCE • Bachelor's degree or work experience equivalent. • 4+ years leave administration support required; previous benefits support experience preferred. • Bilingual in Spanish highly preferred. • Experience with UKG and Benefits Prime/Plan Source, a plus. • Knowledge of pertinent federal and state regulations, including FMLA, ADA, and Disability. • Ability to understand and articulate various benefit terms and programs. • Strong employee service focus, demonstrating the ability to prioritize quality and employee experience. • Proven ability to manage tasks with competing priorities and deadlines, independently determining order of priority and self-initiating other value-added tasks.
ADDITIONAL SKILLS/EXPERIENCE/REQUIREMENTS • Proficient with Microsoft Suite including Excel, Word, and PowerPoint. • Interpersonal and collaborative skills, with a professional demeanor and the ability to interact with all levels of management, colleagues, and vendors. • Problem-solving skills with the ability to deal with and resolve ambiguous, confidential, and sensitive situations and issues of a complex nature while providing flexible solutions. • Critical thinking skills including, logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems. • Organized, with a sense of urgency and the ability to multitask, prioritize, and manage shifting responsibilities in a dynamic, cross-functional teamwork environment. • Ability to maintain confidentiality and understand how sensitive information and data should be handled. • All positions have an essential job function of being able to perform face-to-face work with colleagues onsite in corporate office located in Minneapolis, MN or in Green Bay, WI.
INTENT AND FUNCTION OF JOB DESCRIPTIONS
Job descriptions assist organizations in ensuring that the hiring process is fairly administered and that qualified employees are selected. All descriptions have been reviewed to ensure that only essential functions and basic duties have been included. Requirements, skills, and abilities included have been determined to be the minimal standards required to successfully perform the positions. In no instance, however, should the duties, responsibilities, and requirements delineated be interpreted as all-inclusive. Additional functions and requirements may be assigned by supervisors as deemed appropriate. Job descriptions are not intended as and do not create employment contracts. The organization maintains its status as an at-will employer. Employees can be terminated for any reason not prohibited by law.