Jr. Benefits Coordinator
- Career Level
- Experienced (Non-Manager)
JOB SUMMARY: Responsible professional work involving day-to-day operations of Human Resources department, including but not limited to: benefit administration, HRIS administration, training and professional administration, employee recognition, and personnel file compliance, Works as part of HR team and may perform all or some of the essential duties as assigned. Participates in the organization’s continuous quality improvement efforts.
1. Processes benefits plans enrollment, including annual open enrollment and new employee benefits orientation, claims resolution, change reporting, and communicating benefit information to employees. Responsible for ensuring that enrollment in plans, including the 401k plan, takes place within time frames prescribed in each plan. Acts as liaison with provider representatives to resolve claims issues.
2. Facilitates monthly Wellness Committee meetings. Coordinates wellness trainings and activities that supports a healthy workplace environment.
3. Coordinates all logistics associated with annual benefits fair. Updates internal documents and distributes benefits materials received from providers, coordinates provider participation, and documents employee attendance.
4. Reviews and processes personnel Data Change forms (DCF) received from supervisor/management team for accuracy and completeness. Enters all changes into HRIS system on a weekly basis.
5. Processes workers’ compensation, FMLA and leave of absence (LOA) claims and follows up with employee, physicians, and insurance company to ensure claim is processed in accordance with regulations. Reviews loss run reports and ensures charges are legitimate for each claim. Participates in Safety Committee and makes recommendations to improve organization’s safety environment.
6. Prepares and posts required OSHA reports. Updates OSHA posters as needed.
7. Processes benefits terminations in a timely manner to ensure former employees receive notification of post-employment coverage options according to statutory requirements. Prepares benefits termination letters to employees.
8. Administers performance management program; monitors performance evaluation program and recommends revisions as necessary. Prepares monthly report on overdue evaluations.
9. Coordinates implementation of staff salary changes (COLA’s) including the processing, recording and reporting of compensation-related actions taken on employees/Personnel action/data change tracking. Serves as liaison with payroll specialist to maintain accuracy and consistency of all personnel data between HR and payroll.
10. Maintains all records and documentation associated with training activities including tracking training attendance. Receives and enters all training documentation in the personnel data base (HRIS and online training module). Serves as administrator for on-line training service; sets up new employees as users, deletes terminated employees, makes supervisory assignments, assigns courses, etc.
11. Communicates various Human Resources policies, procedures, laws, standards and government regulations with the direction of the Chief of Human Resources. Tracks receipt of written acknowledgements from employees on revised or new policies.
12. Assists in developing and maintaining affirmative action program and EEO-1 report annually; maintains other records, reports, and logs to conform to EEO regulations.
13. Assists in evaluation of reports, decisions, and results of department in relation to established goals. Recommends new approaches, policies, and procedures to effect continual improvements in efficiency of department and services performed. Works with Chief of Human Resources to coordinate Human Resources Quality Assurance efforts including working with other HR staff members to draft quarterly HR quality assurance reports (PQI).
14. Maintains Human Resource Information System (HRIS) records and compiles reports from database as requested.
15. Maintains company organization charts and employee directory.
16. Works with Chief of Human Resources who assigns responsibility to respond to employee relations issues such as employee complaints and informal grievances on an as needed basis. May be asked to assist with investigating, answering, and settling grievances. Per guidance from the Chief of HR, may assist supervisors in resolving grievances at informal or first-step in grievance procedure. May sit in on meetings where employment is being terminated as requested.
17. Maintains employee personnel and benefit files to ensure all compliance documents are included in the files. Verifies all new hire information is entered in personnel data base and adheres to organization’s policies and other regulations concerning confidentiality of personnel information and records, including medical records.
18. Supports recruitment efforts as needed including processing recruitment requests from department directors, preparing and distributing job postings, placing advertisements, and maintaining job line. Compares minimum qualifications and experience requirements contained in authorized job descriptions to information provided by applicants on resumes and applications and determines whether or not applicant qualifies for the position. Refers only fully qualified applicants to selecting officials. Informs applicant if he/she does not meet minimum qualification requirements. Reviews documents received from selecting officials for completeness.
19. Participates in administrative staff meetings and attends other meetings and seminars as directed. Keeps Chief of HR and other HR staff informed of any changes or revisions to procedures, and issues arising in day-to-day operations.
20. Maintains compliance with federal and state regulations concerning employment. Ensures required posters and notices are posted on designated bulletin boards throughout the organization.
21. Performs other related duties as required and assigned.
**THESE ESSENTIAL JOB FUNCTIONS ARE NOT TO BE CONSTRUED AS A COMPLETE STATEMENT OF ALL DUTIES PERFORMED. EMPLOYEES WILL BE REQUIRED TO PERFORM OTHER JOB RELATED MARGINAL DUTIES AS REQUIRED***
MINIMUM QUALIFICATION REQUIREMENTS:
Education & Experience
A bachelor's degree in Human Resources Management or related field from an accredited college or university and two (2) years of Human Resources benefits experience. ADP or similar HRIS experience a plus. Bilingual in English/Spanish preferred.
Licenses & Certifications:
· Professional in Human Resources (PHR) certification a plus!
· Must possess and maintain a valid Florida driver’s license with no record of criminal driving offense of license suspension.
· Must possess means of providing job related transportation and show proof of required insurance.
· Must be able to work flexible hours, including evenings and weekends occasionally.
· Must successfully complete and maintain FDLE clearance, Federal background and state criminal background check and sexual predator screening.
COMPETENCIES & PROFESSIONAL DEVELOPMENT:
Annual Training Requirements: The following training topics are required annually: Sexual Harassment, Blood-born Pathogens, Workplace Accident Prevention and Reporting, Confidentiality and Privacy Practices, Diversity/Cultural Competency, Child Abuse and Neglect Mandated Reporter Statutes and Methods, Prevention of Violence in the Workplace, OSHA–related training, Crisis Prevention, and Program Goals.
On-going Training Requirements: Program Goals, Supervisory Techniques, Conflict Management, Data Management, and HR Best Practices.
Knowledge, Skills and Abilities:
· Knowledge of effective principles and practices of human resources functions.
· Experienced with an HRIS database, including entering and extracting data for reports.
· Possess effective verbal and written communication skills, excellent interpersonal skills, and computer literacy.
· Ability to speak to small groups and make training presentations.
· Intermediate skill level in word-processing, spreadsheet, and related computer software, specifically MS Professional Office Suite, including Word and Excel.
· Ability to communicate effectively, verbally and in writing
· Ability to establish effective working relationships with clients, co-workers, supervisors and other individuals.
· Possess effective organizational skills.
· Knowledge of agency's organizational structure, standard operating procedures, and policies.
· Background in employment law and other government compliance regulations is preferred.
· Ability to objectively coach employees and management through difficult and emotional issues.
· The ability to research and analyze various different type of data information.
· Must have the ability to make recommendation to effective resolve problems or issues, by using judgment that is in consistent with standards, practices, policies, procedures, regulation or government law.
· Ability to organize and prioritize work.
Supervision Received: Individual supervision on as needed basis. Supervision also accomplished through team meetings.
ESSENTIAL PHYSICAL SKILLS:
· Possess good hearing (with or without hearing device).
· Ability to effectively operate a telephone and personal computer.
· Frequent use of hands, voice and hearing.
· Ability to speak clearly and effectively.
· Ability to perform moderate lifting (15-20 lbs).
· Ability to stand for long periods of time on occasion.
· Reasonable accommodation will be made for otherwise qualified individuals with a disability.
· Works within an office environment with occasional interaction with children. Travels in the local area to participate in job fairs or training.