Leave & Benefits Specialist

PURPOSE OF POSITION: The Leave + Benefits Specialist is responsible for administrating the Company’s employee benefits and leave of absence programs while delivering exceptional customer service to employees and managers. This position serves as the primary point of contact for benefits enrollment, leave administration, accommodations, and employee education, ensuring compliance with all applicable federal, state, and local laws. These functions are performed in accordance with the mission, core values, and purposes of Ideal Option.

JOB DUTIES AND RESPONSIBILITIES: The following functions have been determined by Ideal Option to be essential to the successful performance of this position which includes but is not limited to:

Leave Administration:

• Administer all employee leave programs including:
• Family and Medical Leave Act (FMLA)
• Americans with Disabilities Act (ADA)
• State Paid Family and Medical Leave programs
• Pregnancy and parental leave
• Military leave
• Jury duty or other statutory leaves
• Review medical certifications and supporting documentation for completeness.
• Coordinate the interactive process for workplace accommodations in partnership with HR leadership.
• Prepare leave designation notices, approval and denial letters, accommodation documentation, and return-to-work communications.
• Track leave balances, return-to-work dates, and required recertifications.
• Coordinate with Payroll regarding leave pay, benefit deductions, premium payments, and timekeeping.
• Maintain leave tracking logs and ensure timely follow-up throughout each leave.
• Communicate regularly with employees and managers regarding leave expectations, documentation, and next steps.

Benefits Administration:

• Administrator employee benefit programs including medical, dental, vision, life insurance, disability, HSA, and retirement plans.
• Process new hire enrollments, qualifying life events, terminations, and annual Open Enrollment.
• Maintain accurate employee benefit records in Paylocity/B-swift, benefits administration platforms, and carrier portals.
• Coordinate with insurance carriers and vendors to resolve eligibility, enrollment, and claims issues.
• Prepare and distribute benefit communications throughout the year. 
• Assist with annual Open Enrollment planning, employee meetings, and educational materials.
• Support ACA reporting, benefit audits, and other compliance initiatives.

Compliance + HR Support

• Ensure compliance with federal, state, and local leave and benefits regulations.
• Maintain confidential employee medical and benefits records.
• Monitor legislative changes affecting benefits and leave administration.
• Assist with HR audits and documentation requests.
• Develop and maintain SOPs, templates, and employee resources related to benefits and leave.
• Recommend process improvements that enhance efficiency and employee experience.
• Provide general HR support, including responding to employee inquiries, updating employee records, and supporting team initiatives.
• Comply with national PHI laws including HIPAA and 42 CFR Part 2.
• Maintain confidentiality of sensitive organizational information.
• Maintain continually sustained attendance.

Performs other projects and duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Strong knowledge of leave laws and regulations, including FMLA, ADA, HIPAA, and state-specific leave mandates.
• Excellent time management and problem-solving skills with the ability to manage competing priorities and deadlines.
• Ability to interpret and apply employment laws and company policies.
• Above average critical thinking and sound judgment when evaluating leave and benefits matters.
• Exceptional attention to detail and organizational skills.
• Ability to handle sensitive and confidential information with professionalism and discretion.
• Excellent written and verbal communication skills.
• Must be reliable and extremely trustworthy. 
• Ability to communicate complex information in a clear, compassionate manner.
• Customer-service oriented with the ability to work effectively with employees at all levels.
• Ability to work independently and collaborate with cross-functional teams.
• Must be familiar with Microsoft Office products such as Outlook, Teams, and Excel.

EDUCATION:

Required: 

• High School Diploma or GED
• Relevant HR and/or benefit certifications may be substituted for formal education.

Preferred:

• Associate’s degree in Human Resources, Business Administration, or a related field.
• An equivalent combination of education, professional certifications, and progressively responsible HR experience will also be considered.

EXPERIENCE:

Required:

• 2+ years of experience administrating employee leave programs, including FMLA, ADA, and other federal/state-specific leave types.
• Working knowledge of HIPAA, COBRA, ACA, and other employment regulations.
• 2+ years of experience with direct responsibility for benefits administration.
• Familiarity with multi-state leave laws and compliance requirements.
• Strong attention to detail and organizational skills.
• Excellent communication skills with the ability to explain complex leave policies and procedures to employees and managers.
• Proficiency with HRIS systems and Microsoft Office Suite.

Preferred:

• Familiarity with Paylocity and/or Pulpstream is a plus.
• Educating and training managers on leave policies and procedures.

LICENSES/CERTIFICATION:

Preferred: 

• PHR, aPHR, SHRM or other HR certifications are highly preferable. 

WORKING ENVIORNMENT: 

• Fully remote position; must have a dedicated home office setup.
• Requires reliable high-speed internet access.
• Daily use of computer, email, and video conferencing tools.
• Must be comfortable working independently with minimal supervision.
• Availability during core business hours; may need to accommodate multiple time zones.
• Quiet, professional environment required for handling confidential information.
• Periods of stress may occur.

Physical Demands: 

• Prolonged periods of sitting at a desk and working on a computer.
• Frequent use of hands and fingers for typing and data entry.
• Ability to communicate effectively via phone, video calls, and email.
• Occasional light lifting of office materials or equipment (up to 10 lbs.).
• Visual acuity to view a computer screen and read digital documents for extended periods.
• Ability to focus and concentrate in a home office environment with minimal distractions.

Travel Requirements:

• This position does not typically require travel; however, rare travel may be requested for team meetings or special projects.

This job description is intended to convey information essential to understanding the scope of this position and it is not intended to be an exhaustive list of skills, efforts, duties, responsibilities or working conditions associated with the position.