Benefits and HRIS Specialist

The Benefits and HRIS Specialist is responsible for assisting with the administration of all employee benefits programs, FMLA/ADA administration and ensuring the accurate and efficient operation of the organization’s Human Resources Information System (HRIS). This role requires a strong understanding of benefits administration, FMLA/ADA regulations, HRIS systems, and a proactive approach to providing excellent customer service to employees.

ESSENTIAL JOB FUNCTIONS

1. Administers a range of employee benefit programs, including group life, medical, dental, vision, LTD insurance, H.S.A., Section 125, retirement, PTO/sick bank accrual, and supplemental benefits.
2. Assists the Manager, HR in ensuring compliance and timely reporting/administration of ERISA, HIPAA, ACA, 403(b) fiduciary oversight and participation in annual retirement plan audit.
3. Collaborates with the Manager, HR, to research, analyze and recommend changes in benefit program design and contract provisions.
4. Serves as the primary point of contact for employees and leaders, addressing inquiries related to benefits, Paid Time Off (PTO), timekeeping, and questions/requests for leave and accommodations. Ensures prompt and accurate responses to their questions, providing necessary guidance and support.
5. Collaborates closely with Manager, HR to oversee the FMLA leave process, ensuring a smooth transition from the employee’s initial notice of leave to their return to work This includes handling all necessary paperwork, assessing leave eligibility, designating FMLA-qualifying leave, requesting medical certification when required, and accurately tracking intermittent or reduced schedule leave usage.
6. Facilitates other leave requests, which may include accommodation requests under the ADA.
7. Ensures the accurate and confidential maintenance of all employee-related paperwork in accordance with company policy and applicable laws.
8. Maintains knowledge of all applicable benefit, leave and accommodation laws including ERISA, HIPAA, ACA, FMLA, ADA and state and local laws.
9. Manages benefit-related changes, including new hires, terminations, life events and open enrollment to ensure prompt and accurate updates in the HRIS and benefit systems.
10. Conducts benefit education sessions during open enrollment, the interview process and onboarding for new hires.
11. Processes terminated employee paperwork, including COBRA and final pay calculations.
12. Validates the accuracy of monthly premium statements for all group insurance policies, resolves administrative issues with carrier representatives, and reconciles premium deductions to payroll records.
13. Ensures optimal use and functionality of the organization’s HRIS by serving as the subject matter expert and consistently seeking new and improved methods for enhancing HRIS functionality.
14. Generates HRIS reports and conducts data analysis to support HR and business needs.
15. Works closely with the Manager, HR to effectively administer the workers compensation insurance program including filing, managing claims, and conducting audits.
16. Works with the OSHA Program Coordinator and Safety Officer to obtain required testing and vaccinations for staff members.
17. Supports the annual performance review process and creation of annual Total Compensation Statements.
18. Manages the administration of the tuition reimbursement program.

PAYROLL AND TIME ACCOUNTING

1. Along with the Finance team, responsible for bi-weekly review of company payroll, timekeeping, and benefits reconciliation.
2. Responsible for the timely bi-weekly payroll transmittal of retirement and H.S.A. employee and employer contributions.
3. Serves as back-up for payroll activities.

SECONDARY JOB FUNCTIONS

1. Provides support to the Talent Acquisition Specialist and Employee Relations Specialist during periods of high volume.
2. Offers support for various committee activities, including but not limited to, Spirit Committee, Wellness Committee and MTN holiday events and service awards.
3. Performs other duties as assigned for the overall benefit of the organization.

QUALIFICATIONS AND PHYSICAL DEMANDS

1. Undergraduate degree in Human Resources, Business Administration or a related field, or equivalent professional experience required.
2. Minimum of one year experience in employee benefits administration, human resources, or a related role required. Three to five years of experience strongly preferred.
3. PHR, SHRM-CP or CEBS certification preferred.
4. Strong knowledge of employee benefits, FMLA/ADA administration, workers’ compensation processes, payroll procedures and the relevant laws, regulations and compliance requirements associated with these areas.
5. Excellent attention to detail and organizational skills.
6. Strong interpersonal and communication skills, with the ability to effectively interact with employees at all levels of the organization.
7. Possess a high level of integrity with the ability to maintain confidentiality while managing sensitive information with discretion.
8. Ability to work effectively both independently and collaboratively in a fast-paced environment.
9. Proficient in Microsoft Office, particularly Excel, and other relevant HR software applications.
10. Must maintain a valid driver’s license in accordance with MTN motor vehicle policy. Must have reliable personal automobile transportation to be used with company reimbursement using IRS guidelines. Must be able to travel within the service area by ground or air.
11. Ability to lift 50 pounds and transfer short distances.
12. Possess the ability to operate telephones, computers, and office equipment.
13. Ability to speak and communicate clearly in order to accurately convey information in person or by phone.
14. OSHA Category III No exposure to bloodborne pathogens while performing assigned job duties.
15. Home internet and wireless phone access may be required.

MTN BEHAVIORAL COMPETENCIES

Respect: Builds a positive and supportive foundation inviting open, honest, and clear communication. Fosters a sensitive, supportive, and trustworthy environment, which promotes active listening and strengthens rapport throughout all interactions. Cultivates teamwork through acceptance and inclusion by valuing differences and empowering strengths.

Excellence: Demonstrates excellence by going above and beyond, while maintaining compassion and humility in all interactions. Demonstrates a high rate of achievement and success for the organization through proactive objectives centered on the overall mission and vision. Consistently models a positive attitude, a willingness to help others, and a dedication to improvement. Takes full responsibility for their role and challenges themselves to find workable solutions.

Accountability: Demonstrates the highest ethical standards, by honoring commitments to each other and professional partners. Executes all interactions through honesty and transparency. Demonstrates responsibility and integrity through ownership of the mission. Utilizes resources appropriately.

Leadership: Empowers, mentors and encourages all staff, while displaying a high-level of professionalism. Demonstrates ability to cultivate teams and relationships through open lines of communication, honesty and respect. Handles challenges with compassion by developing trust through respectful feedback and support. Acts as a resource by providing the tools, which enable others to reach their highest potential.

It is the policy of Midwest Transplant Network (MTN) to provide equal opportunity in employment to all employees and applicants for employment. No person will be discriminated against in employment because of race, color, religion, sex (including pregnancy), sexual orientation, gender identity, gender expression, ethnic origin, age, genetic information, disability, protected veteran status, arrest record, or any characteristic protected by applicable federal, state or local laws. In addition, the organization complies with applicable state and local laws governing non-discrimination in employment in every location in which the organization has facilities. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, training, employee activities and general treatment during employment

MTN is committed tocomplying with state and federal disability laws and makes reasonable accommodations when requested by a qualified applicant or employee with a disability to enable the applicant or employee to be considered for the position he or she desires, to perform the essential functions of the position in question, or to enjoy equal benefits and privileges of employment as are enjoyed by other similarly situated employees without disabilities, unless the accommodation would impose an undue hardship on the operation of MTN’s mission.