Leave Benefits Coordinator

$62,400 - $70,720/Yr

American Water - Camden, NJ

Full-time - Entry Level

Remote - Camden, NJ

5,001-10,000 employees

Utilities

About the position

The Specialist Leave of Absence administers all areas of the Leave of Absence (LOA) process in accordance with Company policies, state and federal regulations. This role is crucial in managing and coordinating various LOA programs, including FMLA, ADA, Worker’s Comp, Military Leave, short-term disability, and long-term disability. The Specialist will be responsible for maintaining correspondence and timely follow-up with employees, management, and related vendors, tracking the status of leaves, providing payroll instructions, conducting payroll and intermittent leave audits, and coordinating efforts between all related parties involved in the LOA process. In this position, the Specialist will manage all LOA cases for employees while they are on leave, providing specific customer service support to employees, management, and Human Resources regarding leave eligibility and inquiries. The Specialist will educate employees and managers on the appropriate leave processes and procedures, ensuring a thorough understanding of state regulations in conjunction with federal regulations and various types of leave. The role requires determining eligibility for FMLA and other types of legally protected leave, with the ability to escalate cases as appropriate. The Specialist will also monitor and ensure the completion of all administrative activities related to LOAs, administering clear, compliant, and explanatory written communications to employees on leave. This includes providing necessary communication and plan materials to employees and managers throughout the leave process, accurately completing the employer section of any necessary documentation, and filing and tracking all LOA correspondence and records. Additionally, the Specialist will coordinate with Aetna, Payroll, and manage employee overpayments related to Social Security Disability approval, monitor claims for billing of insurance premiums, and audit and reconcile all billing of insurance. The role involves providing paycoding guidance for all leaves of absence, creating actions in the system to update leave of absence status, and auditing payroll data for accuracy. The Specialist will also attend ongoing training to remain current on leave laws and recommend policy updates to comply with changing legislation, limiting the company's exposure to violations of both state and federal leave laws. Finally, the Specialist will assist HR with complex leave issues involving abuse of FMLA and other leave types, analyze and consult with HR and Legal regarding ADA accommodation requests, and coordinate acquisitions and mergers relative to LOA with TPA and HR.

Responsibilities

• Manage all LOA cases for employees while on leaves: STD, LTD, FMLA, Workers Compensation, etc.
• Provide specific customer service support to employees, management, and Human Resources in regards to leave eligibility and inquiries.
• Educate employees and managers on the appropriate leave processes and procedures.
• Understand and coordinate state regulations with federal regulations, and multiple types of leave.
• Determine eligibility for FMLA and other types of legally protected leave.
• Escalate cases as appropriate.
• Provide positive, responsive and knowledgeable customer service to employees, management, and vendors.
• Coordinate with applicable parties (vendors, payroll, benefits, management, HR, etc.) to effectively manage the leave process.
• Accurately track and follow up on timing issues around leaves of absence, including deadlines for responses from employees, follow-up correspondence due dates, and expected return to work dates.
• Facilitate and participate in calls with Legal and HR on complex issues.
• Monitor and ensure completion of all administrative activities related to LOAs.
• Administer clear, compliant, and explanatory written communications to employees on leave.
• Provide the necessary communication and plan materials to employees and managers throughout the leave.
• Accurately complete the employer section of any necessary documentation.
• Accurately file and track all LOA correspondence and records.
• Coordinate with Aetna, Payroll, and employee overpayments related to Social Security Disability approval.
• Monitor for Waiver of Premium approvals and coordinate with Third Party vendor (TPA).
• Monitor claims for billing of insurance premiums and coordinate with TPA.
• Audit and reconcile all billing of insurance.
• Provide paycoding guidance for all leave of absences in coordination with policies and Collective Bargaining Agreements.
• Create actions in system (myTime ECC) to update leave of absence status.
• Review Advice to Pay file bi-weekly and provide payroll Short Term Disability payment amounts.
• Audit all payroll data for employees time on LOA to ensure 100% accuracy.
• Monitor necessary updates needed to work schedule and WBS elements while on LOA.
• Review payroll simulations.
• Audit for adjustments to Paid Time Off when employee returns from LOA.
• Attend ongoing training as needed to remain current on leave laws.
• Recommend policy updates to comply with changing legislation.
• Limit the company's exposure to violations of both state and federal leave laws, working with outside counsel as needed.
• Assist HR with complex leave issues involving abuse of FMLA and other leave types.
• Analyze and consult with HR and Legal regarding all ADA (American with Disabilities Act) accommodation requests.
• Assist HR with steps after claim denial.
• Coordinate acquisitions and mergers relative to LOA with TPA and HR.

Requirements

• Requires 1+ years LOA experience, with experience in complex issue resolution, or 2+ years in a HR Assistant/Specialist/Generalist or Benefits related role.
• Demonstrated ability to communicate effectively with employees at all levels, union officials, and the public.
• Demonstrated analytical and problem solving skills, including conflict management.
• High School Diploma or GED required; Associates degree is a plus.

Nice-to-haves

• Strong analytical and decision making skills.
• Ability to work independently and manage a workload effectively.
• Strong oral and written communication skills.
• Ability to handle confidential information with the utmost judgment and discretion.
• Proficient with Microsoft Access, Excel and Word.
• Demonstrated knowledge of HR benefit practices, policies, and procedures.
• Thorough knowledge of federal and state laws pertaining to leave of absence.
• Detailed knowledge of MS Office applications including Word, Excel and Access.
• Understanding of HRIS.

Benefits

• Competitive salary and health benefits package.
• Opportunities to develop, grow, and evolve your career.
• Focus on health & wellness, emotional & well-being, and savings for current & future goals.