HR Specialist (Benefits and Leave Administration)

POSITION SUMMARY:

The HR Specialist, Benefits and Leave Administration is responsible for running and administering the overall provision of the employee benefits programs in the US. This includes supervising the health insurance plans, retirement plans, paid time off, and various leave of absence policies, maintaining compliance with federal and state regulations and RA’s policies. The HR Specialist serves as the main point of contact for inquiries, providing accurate information and support to employees regarding their benefits and leave options and responsible for processing required benefits/leave documentation. The HR Specialist for Benefits will act as a key Liaison with the Finance and Accounting department as it relates to benefits audits, compliance and reports and assist with HR internal business processes to ensure there is smooth flow of information within the HR team in the US and globally.

Under the direct supervision of the Human Resource Manager, US and in collaboration with the HR team, the HR Specialist will be responsible for streamlining internal business processes related to benefits processing and leave administration, advance professionalism and deliver continuous improvement for the team. This individual must possess demonstrated knowledge and experience in the strong communication, technical proficiency, attention to details and organizational skills.

RESPONSIBILITIES:

Benefits Administration (40%)

• Be responsible for the day-to-day administration of employee benefit programs including (but not limited to) health, dental, vision, retirement plans, and life insurance.
• Serve as the main point of contact for employees regarding benefits inquiries and assist with enrolment, changes, and claims.
• Coordinate open enrolment periods, ensuring employees are informed about their options and timelines.
• Run the benefits enrolment system, including data entry and regular audits to ensure accuracy.
• Maintain detailed records for all benefit plans and maintain compliance with regulatory requirements.
• Partner with insurance providers and brokers to resolve any benefits-related issues or discrepancies.
• Review and update benefits communications to ensure employees are well-informed.
• Provide new employee benefit orientation.
• Review deduction & benefit reports and work with Accounts Payable for reconciliation.
• Act as primary contact for 403B Plan, participate in quarterly fund review, process annual plan testing, monitor plan monthly to ensure a positive testing result, process semi-monthly contributions.

Leave Administration – (40%)

• Process and administer all types of leave requests including FMLA, medical leave (including PFL, maternity, parental and disability leave), personal leave, vacation time, sabbatical requests and other leaves as outlined in RA US employee handbook.
• Review, track, and handle leave requests to maintain compliance with applicable laws and company policies.
• Collaborate with managers and employees to coordinate leave requests and ensure eligibility requirements are met, and proper documentation is submitted.
• Ensure accurate record-keeping for all leave balances and usage.
• Provide employees with information on leave policies and assist in understanding their rights and responsibilities.
• Track leave balances and track employee leave usage and coordinate with payroll to ensure accurate leave pay and deductions.
• Coordinate return-to-work processes for employees on leave
• Stay updated on federal, state, and local regulations regarding employee benefits and leaves of absence.

 Compliance and other duties – (20%)

• Maintain new hire and termination information on Retirement Plan website and review annual Federal 5500 reporting.
• Handle ACA compliance and reporting.
• Prepare and submit reports related to benefits and leave data, ensuring accuracy and compliance.
• Work closely with the HR team to maintain accurate employee records and run benefits audits.
• Provide excellent customer service to employees by addressing benefits and leave-related inquiries in a timely manner. Assist employees in navigating benefits options and making informed decisions regarding their enrolment.
• Conduct informational sessions or meetings as needed to educate employees on benefits and leave programs.
• Maintain accurate employee benefit and leave records in HR systems
• Prepare reports on benefit utilization and leave trends for management review
• Serves as the primary liaison for the Global Controller regarding the year end audit.
• Be responsible for all aspects of 403b audit with external auditors.<