Human Resources Benefits Specialist

$51,242 - $83,269/Yr

Va Dept Of Transportation - Suffolk, VA

Full-time - Entry Level

Suffolk, VA

Support Activities for Transportation

About the position

The Virginia Department of Transportation (VDOT) Hampton Roads District is seeking a Human Resources Benefits Specialist to administer the Commonwealth's employee benefit programs and leave policies available in state government, as well as Federal policies to VDOT staff. This role is essential in providing guidance and support to employees regarding their benefits, ensuring they are well-informed about their options for retirement planning, health coverage, and other employee benefits. The specialist will implement and develop various communication techniques to effectively reach the employee population, ensuring that all employees receive necessary information regarding their benefits and leave policies. Key responsibilities include reviewing notification letters from the Virginia Retirement System (VRS) to ensure that employees retiring receive all necessary forms and extended coverage information. The specialist will consult with employees regarding health coverage options, costs, and the required time to notify. They will also answer questions about the continuation of other benefits and disability credits, ensuring that all inquiries are handled efficiently and accurately. The role involves tracking retirement applications, verifying reports for accuracy, and preparing cost letters for the purchase of service. In addition, the Human Resources Benefits Specialist will administer the Worker's Compensation program, resolving policy or work-related issues, and ensuring compliance with the Americans with Disabilities Act (ADA). They will monitor claims through a database, provide reports on trends related to work-related issues, and verify data entry of accident and injury information. The specialist will also provide oversight for all aspects of employee claim processes, from initial report to final claim payment for various leave programs, including the Virginia Sickness and Disability Program (VSDP), Worker's Compensation, ADA, Family Medical Leave Act (FMLA), and Return to Work programs. The position requires planning, directing, and leading open enrollment sessions and communications, conducting training on relevant benefit programs, and providing technical advice and training to employees and managers. The specialist will ensure the accuracy and timely processing of all benefit-related payroll and personnel transactions, coordinating data submissions with the Shared Services team. They will also track injury and illness data, complete necessary reports, and work with the Total Rewards Team and Department of Human Resources Management on benefits issues and policy changes. Overall, this role is crucial in promoting the effective use of benefits programs and ensuring that employees are well-supported in their benefit needs.

Responsibilities

• Counsel employees regarding benefit programs to meet their needs for retirement planning.
• Implement and develop various communication techniques for the employee population.
• Review notification letters from VRS and ensure employees retiring receive all necessary forms and extended coverage information.
• Consult with employees regarding health coverage, options and costs, and required time to notify.
• Answer questions about continuation of other benefits and disability credits.
• Key disability credit balances into the system.
• Ensure payroll coordinator has calculated leave payout.
• Track retirement applications in process and those that are completed.
• Verify VNAV reports to ensure they are accurate and complete and coordinate corrections with Shared Services team.
• Prepare cost letters for purchase of service.
• Administer Worker's Compensation program resolving policy or work-related issues, return to work issues and accessibility to ADA.
• Monitor claims through database and provide reports regarding trends of work-related issues.
• Verify data entry of accident and injury database content and maintain data as needed going forward.
• Coordinate with Shared Services team to process transactions as needed.
• Provide oversight for all aspects of employee claim processes from initial report to final claim payment for VSDP, WC, ADA, FMLA, Return to Work.
• Provide advice and guidance to employees and supervisors in all areas of disability case management.
• Work with supervisors to identify transitional work assignments that can be performed.
• Monitor work schedules and leave, and update databases.
• Plan, direct and lead open enrollment sessions and communications using various media to deliver the message.
• Conduct training on relevant benefit programs and or issues as changes occur.
• Provide technical advice and training to employees, managers, payroll and HR staff to ensure the office has a competent back-up to cover the full scope of operations during times of need.
• Ensure accuracy and timely processing of all benefit and employee related payroll and personnel transactions by coordinating data submittals with the Shared Services team within established timelines.
• Upload and post benefit and employee related data in personnel records in conjunction with Shared Services to ensure proper recording and maintenance of personnel files.
• Coordinate with Payroll and the Shared Services team to resolve data discrepancies.
• Track injury and illness data reported by management, complete reports including OSHA 300, OSHA 300-A, and distribute in accordance with VDOT policies.
• Perform OSHA recordkeeping.
• Work with Total Rewards Team and Department of Human Resources Management on benefits issues, policies and changes.
• Inform and explain programs to individual employees.
• Plan, develop, coordinate and conduct new employee orientation and other informational presentations for classified and wage employees.
• Ensure policy interpretations and consultations are consistent.
• Work with participants seeking changes to insurance plans and collect supporting documentation.
• Coordinate with Shared Services team to process benefits changes in systems.
• Promote online use of benefits programs and systems at all times in order to reduce administrative tasks and paper process.
• Provide advice and guidance to employees and managers on leave programs offered by the Commonwealth.
• Research issues related to leave and leave balances and provide assistance in order to resolve problems.

Requirements

• Ability to organize, develop and prepare statistical reports derived from daily data updates.
• Ability to organize, develop and prepare information summaries in case resolution.
• Ability to follow oral and written instructions.
• Skill in the use of computers and software applications.
• Skill in providing good customer service and providing guidance and direction to employees and managers.
• Ability to analyze claim submissions, determine eligibility and provide guidance and direction to customer groups.
• Knowledge in the coordination of disability coverage and Worker's Compensation benefits.
• Knowledge of the principles and practices of Human Resource Management with emphasis on Worker's Compensation, third party sick leave and Family Medical Leave benefits.
• Ability to interpret medical and legal terminology as it relates to Worker's Compensation and Risk Management.
• Knowledge of the principles and application of disability benefits, return to work processes and case management.
• Ability to develop database spreadsheets.
• Knowledge of Virginia Worker's Compensation Act, applicable case law and related Federal and State law and procedures.

Nice-to-haves

• Experience with State benefits and leave programs.
• Detailed elements of Risk management, Insurance Claims processing, Program Administration, and HR software databases.
• Use of transactional spreadsheet resources.
• PHR or CBP certification.
• A combination of training, experience, or education in Business Administration, Human Resources or related field.

Benefits

• Disability insurance
• Life insurance
• Retirement plan
• Tuition reimbursement