Benefits Coordinator

The Benefits Coordinator is responsible for assisting with the administration of the overall benefits program including leave coordination and worker’s compensation program. This role will administer leave requests and accommodations requiring special attention, particularly those arising under the Family and Medical Leave Act (FMLA), the Americas with Disabilities Act (ADA), and state and local leave laws. Additionally, this role will be responsible for overseeing the Worker’s Compensation Program. 

The Benefits Coordinator also provides exemplary service in a manner consistent with the values and mission of the Castle Group.  He or she performs all responsibilities while demonstrating outstanding customer service skills representative of Castle Royal Service as it relates to this function. This includes working interdepartmentally, as well as with our internal and external customers.

• Communicate with teammates and their supervisors regarding their needs for leave and/or modified work schedules. Ensures awareness of their responsibilities and of any documentation and notice required to qualify for and to take leave.
• Handles the leave administration process (FMLA, discretionary/ personal) from the teammates initial notice of the need for leave until they return to work. This includes gathering and completing all required paperwork, determining leave eligibility, designating FMLA qualifying, requesting medical certification as needed, and accounting for intermittent and reduced schedule leave use.
• Counsel with teammates and management concerning leave benefits to facilitate smooth and timely return to work; relay communication between teammates and their managers during leave (including any discretionary personal leave and Worker’s Compensation) within reason.
• Facilitate other leave requests, which may include accommodation requests under the ADA and other company time-off programs in accordance with internal policy and applicable laws.
• Maintains complete and accurate records of leave and accommodation requests in accordance with specified legal requirements and documentation of best practices.
• Review, investigate, and submit workers’ compensation claims. Ensure timely claim submission related to date of incident
• Interact with injured employees and managers to ensure awareness and understanding of the workers’ compensation process, requirements, and entitlements
• Review worker’s comp training for new employees, and ensure injured employees receive follow up training
• Complete wage statements for new claims and provide to worker’s comp adjustors
• Assist Benefits Manager in administering various employee benefits programs, such as group health, flexible spending accounts, dental and vision, accident and disability, life insurance, 401(k), and wellness benefits. 
• Conduct benefits orientations and explain benefits of self-enrollment system. 
• Maintain employee benefits filing systems and ensure benefits changes are entered appropriately in the payroll system for payroll deduction.   
• Resolve employee issues with insurance providers and other benefits administrators.  
• Consult with employees about eligibility and other issues.   
• Prepare and set up meetings designed to help employees obtain information and understand company benefits and other related incentive programs. Ensure distribution of required employee notices. 
• Complete monthly audits for benefits offered to prevent discrepancies. 
• Reconcile and process benefit invoices through Corporate A/P to ensure accuracy of data, including service from third party vendors.   
• Maintains employee confidence and protects HR operations by keeping information and conversations confidential.
• Track claims and ensure work status reports are submitted and follow up to ensure teammates appointments are met.
• Review employee timesheets and work with payroll on salary adjustments for continuation of pay or light duty hours
• Reconcile monthly Summit (W/C) invoices for accuracy and submit for payment.
• Maintains knowledge of all applicable leave and accommodation laws including the FMLA, ADA, and state and local laws.
• Performs other duties as assigned.

• Strong computer skills in Excel, Word, required.
• Able to work and use time effectively based on key priorities, under tight deadlines while maintaining composure; accepts direction from more than one person at a time and oversees multiple projects.
• Able to communicate both verbally and in writing, creating effective customer-focused relationships with all organization levels in variety of communication settings and styles.
• Bilingual (English/Spanish) is required.

Education and Experience

• High school diploma or equivalent required (Associate’s degree or higher education a plus).
• 2+ years’ experience in a Benefits role with a focus on leave administration
• Extensive knowledge of the leave requirements and other legal protections afforded by the FMLA, ADA and other applicable laws.
• Experience in managing Workers Compensation claims is highly preferred.
• SHRM-CP/PHR/CEBS Certifications preferred. 
• HIPAA Certified preferred.

Skills and Abilities

• Attention to detail and accurate data entry skills is a must.
• Strong verbal and written communication skills creating effective customer-focused relationships with all levels within the organization.
• Able to work under tight deadlines and use time effectively based on key priorities.
• Intermediate command of computer hardware/software is required; specifically, proficient in the knowledge of Microsoft Office suite including but not limited to; Word, Excel, Power Point and Outlook.
• English is required. Multiple language fluency is desirable.
• Ability to act with integrity, professionalism, and confidentiality.  

Physical requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job.  Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. 

• Able to work under pressure, maintain composure and utilize good judgment during emergency/difficult and stressful situations. 

• Ability to:

• lift up to 5 lbs;  
• work in a sitting position for long periods of time, may fluctuate.  
• reach with hands and arms, communicate, receive, and exchange ideas and information. 
• easily navigate the building as required to meet the job functions; complete all required forms. 

• Ability to work extended hours and weekends on an as-needed basis.  

• May be occasionally required to travel to multiple locations in the state on an as needed basis.

• Manual dexterity to input data into the computer. 

EQUAL EMPLOYMENT OPPORTUNITY

Castle is an equal opportunity employer and prohibits discrimination and harassment of any kind. All employment decisions are based on qualifications, merit, and business needs, without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or any other protected status under federal, state, or local laws.

DISCLAIMER

This job description is intended to convey information essential to understanding the scope of the position and is not exhaustive. Duties, responsibilities, and activities may change or be supplemented at any time based on organizational needs. In addition, management has the right to change any portion of this job description at any time and for any reason.