Benefits and Wellness Specialist – Leave Management Lead

Are you Richmond R.E.A.D.Y? Respect. Equity. Accountability. Diversity…YOU!!!

This is an EXCITING time to Join the City of Richmond! We are committed to nurturing talent, fostering growth opportunities, and building strong connections within our workforce. As we continue to make strides to becoming the employer of choice, we are thrilled about the below employee benefit enhancements:

• Virginia Retirement System (VRS)
• Language Incentive
• Referral Bonus
• Tuition Assistance Program

Description

The Benefits & Wellness Specialist (leave management lead) is an integral role focused on contributing to and improving the Benefits and Wellness Division. This position is responsible for subject matter expertise in benefits functions, with a special focus on absence management.

The Benefits & Wellness Specialist will employ in-depth knowledge of benefits plans, regulations, and program data to manage the current FMLA, paid parental leave, shared leave, and short-term /long-term disability programs, and other benefits related items. In this role, the candidate should have strong implementation skills and the ability to think strategically.

The incumbent oversees administrative work and implements tools and functional resources necessary to inform good decision making. This role requires leadership and a teamwork mentality. The Benefits & Wellness Specialist will function as a partner across different functional areas within the City of Richmond, and work directly with employees in-person and virtually to navigate the FMLA and leave processes.

Additionally, the Benefits & Wellness Specialist (leave management lead) ensures compliance of administrative regulations, personnel rules, and laws such as ADA, HIPPA, FMLA, Title VII, workers’ compensation, etc. This position serves as liaison with management and employees on various leave related issues such as disability plans, accommodations, and parental leave requests. The incumbent will also keep up to date on HR related statutory and regulatory requirements which affects HR policies and procedures.

City of Richmond Core Values:

Community Centric Service; Unity; Respect; Innovative; Trust; Accountability.

The ideal candidate will have the ability to:

• Manage and reconcile large data sets (3000+) from multiple sources utilizing intermediate Excel skills such as sorting, filtering, pivot tables, vlookup/xlookup, adding/subtracting cells, and formulas (ex. SUBSTITUTE / CONCAT / IF statements). Ability to demonstrate proficiency through an Excel assessment.
• Diagnose problems, gathering pertinent information, and identify alternative solutions, follow-up with employees and leadership as needed to resolve issues.
• Work with internal and external auditors to produce reports and materials needed for requests on a regular basis.
• Ability to verify and ensure accuracy and validity of moderately complex benefits transactions. Ability to examine HRIS system records to assure adherence to standards and regulations.
• Support organizational goals and initiatives related to automation and process improvements
• Utilizes strong written communication skills / Microsoft Word to write and develops plans, policies, and procedures. Schedule meetings and track progress of priorities.

Duties include but are not limited to

ESSENTIAL JOB FUNCTIONS/RESPONSIBILITIES/DUTIES:

• Utilizes strong project / implementation skills to manage relationships and activities of assigned plan vendors to ensure outstanding customer service and accurate and efficient administration in accordance with plan/program design and legal requirements.
• Maintains knowledge of all applicable leave and accommodation laws including the FMLA, ADA, and state and local laws; advises managers and employees on the interaction of leave laws with paid time off, ADA, workers compensation, and short-term and long-term disability benefits.
• Handles the internal leave administration processes for FMLA, PPL, shared leave, and disability insurance, with a strong focus on collaborating and liaising with timekeepers and departments for employees on leave. Functions from the employees’ initial notice of the need for leave to the return to work; meet with employees in-person or virtually as needed to gather and complete all required paperwork.
• Lead on inbound and outbound integration files, wire transfers, file reconciliations, and file maintenance in collaboration with Finance, Audit, and vendor.
• Utilize strong Microsoft Excel skills to oversee leave data tracking, data analysis, leave reconciliations, and audit requests.
• Provides oversight and reporting for all plans, programs, and policy compliance with federal, state, and local regulatory requirements, maintaining confidentiality of employee medical documentation and files.
• Recommend and implement process improvement solutions and engage in key projects/duties as assigned.
• Conducts routine data analysis and reporting to identify key trends in Benefits to ensure root-cause analyses are taking place and to enable proactive solutions.
• Interprets and applies understanding of relevant policies and practices, employment law and other regulations to provide advice, guidance, or clarification as applicable.
• Performs all additional related duties and responsibilities as required.
• Support special benefits projects and other areas as needed, such as requests for proposals, ADA accommodations, open enrollment, new hire onboarding, or retirement.

Note: The above description is intended to represent only the key areas of responsibilities; specific position assignments will vary depending on the business needs of the department. The employee may perform other duties of a similar nature or level as required.

KNOWLEDGE, SKILLS, AND ABILITIES:

Knowledge (some combination of the following):

• Leave management systems and processes
• Budgeting and reconciliation basics
• Benefits promotion/advertising techniques
• Human Resources
• Employee benefits
• Microsoft Office Suite, with a focus on Microsoft Word and Excel

Skills (some combination of the following):

• Research and analysis
• Diplomacy
• Oral and written communication
• Interpersonal communication
• Public speaking/presenting to a diverse population
• Training
• Research and analysis
• Project management
• Flexibility

Abilities (some combination of the following):

• Collaboration and teamwork
• Multi-task
• Encourage and motivate others
• Track and maintain multiple projects
• Function independently with minimal supervision
• Problem-solve
• Listen attentively
• Manage time effectively
• Pay attention to detail
• Manage timelines and deadlines

Qualifications, Special Certifications and Licenses

MINIMUM TRAINING AND EXPERIENCE:

• 5+ years of Human Resources experience with 3 years in the field of employee benefits
• Bachelor’s degree in Human Resources, Business Administration, Public Administration, Public Relations / Communications, or a related field
• An equivalent combination of training and experience (as approved by the department) may be used to meet the minimum qualifications of the classification

LICENSING, CERTIFICATIONS, and/or OTHER SPECIAL REQUIREMENTS:

• Certified Employee Benefits Specialist (CEBS) or HRCI HR Certification (PHR/PHR) or SHRM HR Certification (SHRM-CP) preferred
• Certification requirements must be met within 12 months of employment.*

PREFERRED TRAINING AND EXPERIENCE:

• 4+ years of experience in Benefits Administration
• 1+ years leading/supervising staff.
• Master’s degree in Human Resources; Business Administration; Public Administration; or a related field

Americans with Disabilities Act Requirements

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the job. Prospective and current employees are invited to discuss accommodations.

ENVIRONMENTAL HAZARDS: Working conditions may include exposure to travel to other locations within the City of Richmond as well as outside of the City of Richmond; exposure to hazardous physical conditions such as mechanical parts, electrical currents, vibrations, etc.; atmospheric conditions such as fumes, odors, dusts, gases, and poor ventilation; inadequate lighting; intense noise; and environmental hazards such as disruptive people, imminent danger, and a threatening environment.

PHYSICAL REQUIREMENTS AND WORKING ENVIRONMENT: Due to the nature of work assignments, incumbents must be able to perform detailed work on multiple, concurrent tasks with frequent interruptions and under time constraint. The essential duties of this classification may require the ability to regularly finger, talk, hear, see, and perform repetitive motions; frequently walk; and occasionally stoop, reach, stand, push, pull, lift, grasp, and feel. The working conditions may contain environmental hazards. In terms of the physical strength to perform the essential duties, this classification is considered to be sedentary, exerting up to 10 pounds of force occasionally, and a negligible amount of force frequently or constantly to move objects.

• Internal use: HR Generalist to review.

Equal Employment Opportunity Statement

The City of Richmond provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

The City of Richmond is committed to the full inclusion of all qualified individuals. As part of this commitment, the City of Richmond will ensure that persons with disabilities are provided with reasonable accommodations. If you require reasonable accommodations under the Americans with Disabilities Act (ADA) to participate in the job application and/or the interview process, please contact Jessica McKenzie, Human Resources Manager by email at Jessica.McKenzie@RVA.GOV.

This policy applies to all terms and conditions of employment, including recruitment, hiring, placement, promotion, termination, layoff, transfer, leaves of absence, compensation and training.

The City of Richmond Values Veterans. We are an official V3 Certified Company.

The City of Richmond is a proud partner with the US Army Partnership for Your Success PaYS Program.

With over 4,000 employees, the City of Richmond is an “Employer of Choice” among cities throughout the nation. The City strives to hire and retain employees who bring dedication and talent to the workforce. Offering a competitive, cost effective, and quality benefits package is one element of an “Employer of Choice”.

The City offers a full range of benefit programs from initial hire through retirement. Please visit our Web site for details.

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