Benefits Specialist

New York, NY

Summary

Benefits Specialist is responsible for the administration of employee leaves and benefit programs, ensuring compliance with federal, state, and local laws as well as internal policies. Key responsibilities include managing Paid Time Off (PTO) and various types of employee leaves (e.g., FMLA, PFL, ADA (Americans with Disabilities Act), disability, and workers’ compensation), administering health and welfare benefit plans, and managing time and attendance within HRIS and Time and Attendance systems. 

Essential Duties and Responsibilities

• Administer, coordinate and ensure compliance with employee leave programs including FMLA, ADA, PFL, short-term and long-term disability, parental leave, prenatal leave, workers’ compensation, military leave and personal leave.
• Ensure accurate and timely processing of all leave requests and documentation, including medical certifications and return-to-work forms.
• Maintain detailed records for each employee on leave, tracking timelines, pay continuation, return-to-work status and other communications regarding their leave of absence.
• Serve as a primary point of contact for employees regarding leaves of absence procedures, eligibility, documentation requirements, and return-to-work processes.
• Manage ADA accommodations, including assessing and processing accommodation requests, engaging in the interactive process with employees and managers, ensuring compliance with legal requirements, and maintaining accurate documentation of accommodations and related communications.
• Coordinate with legal to resolve any issues or discrepancies related to employee leaves.
• Facilitate communication between employees, managers, and other Human Resources personnel to ensure smooth administration of leave and return-to-work processes.
• Coordinate and track payments with third-party administrators or insurance carriers for disability, workers’ compensation, and other benefits.
• Ensure timely submission of required documentation to external providers to avoid delays in processing leave benefits.
• Monitor and update PTO and leaves in Time and Attendance system, HRIS, and other systems to ensure accuracy.
• Oversee and maintain accurate time and attendance records, including employee hours, leave balances, and time-off accruals, ensuring compliance with firm policies and applicable laws.
• Collaborate with Payroll to ensure seamless integration of timekeeping data, resolve discrepancies, and accurately process payroll.
• Generate and analyze time and attendance reports to identify trends, track absenteeism, conduct regular audits, and prepare and manage year-end reporting requirements.
• Support employees and managers with inquiries and system usage.
• Collaborate with department supervisors to reconcile paid time off, schedule adjustments, and attendance discrepancies.
• Create, update, and manage employee profiles in Time and Attendance system for hires, status changes, and terminations..
• Assist in the administration of employee benefit programs such as medical, dental, vision, life insurance, disability, 401(k), COBRA, open enrollment, and wellness initiatives.
• Respond to employee questions regarding benefits plans, eligibility, and claims. 

Knowledge Skills and Abilities Required

• Extensive knowledge of laws and regulations for leaves of absence programs such as FMLA, PFL, ADA, USERRA, and other state and city specific programs.
• Advanced skill level in Microsoft Office Applications. Proficiency in Excel required.
• High level of attention to detail.
• Ability to organize and prioritize numerous tasks efficiently and effectively.
• Excellent analytical skills with the ability to interpret data and make appropriate recommendations.
• Ability to provide high-level concierge customer service.
• Excellent interpersonal skills with ability to communicate with courtesy and tact across all stakeholders of the Firm, vendors and consultants.
• Ability to work independently and collaboratively.
• Ability to trouble-shoot questions, and diplomatically address sensitive personnel issues and apply discretion and confidentiality.
• Ability to work efficiently in a fast-paced, highly pressured environment, performing well under tight deadlines.
• Ability to learn new technology completely and quickly. 

Education and Experience

• Minimum 3-5 years of experience in Leaves of Absence administration required
• Minimum 2-3 years of experience in Benefits and Time & Attendance preferred
• Workday experience preferred, but not required
• Bachelor’s degree required 

Working Conditions

• Normal office environment with little exposure to excessive noise, dust, temperature, etc. 

Firm provides competitive compensation and benefits to its employees, ensuring that we attract and retain the most talented individuals. The expected base salary for this role ranges from $125,000.00-$135,000.00, plus overtime and bonus. The base salary offer is based on a variety of factors which includes, but is not limited to, qualifications, education and experience. 

The above is intended to describe the general content of and requirements for the performance of this job.  It is not to be construed as an exhaustive statement of essential functions, responsibilities or requirements.