Benefits Administrator

Position Summary

The Benefits Administrator holds responsibility for the administration of all health and welfare benefits, including medical, dental, life insurance, short-term and long-term disability, flexible spending accounts (FSA), and COBRA, as well as leaves of absence and accommodation requests, particularly those arising under the Family and Medical Leave Act (FMLA), the Americans with Disabilities Act (ADA), and applicable state and local leave laws. This position supports approximately 2,200 employees across a unionized workforce represented by four collective bargaining units — 1199SEIU, DC 37, Local 888, and Local 1181 — and serves as a primary point of contact for employees on benefits and leave matters. The role works closely with brokers, vendors, union benefit funds, and internal teams to ensure accurate, timely, and compliant administration of all programs, including consistent application of benefits provisions across both union and non-union employee populations.

Essential Duties and Responsibilities

Duties and responsibilities include, but are not limited to, the following:

• Obtain and maintain current knowledge of all applicable benefits and leave of absence laws, including the FMLA, Paid Family Leave (PFL), Disability Benefits Law (DBL), and the ADA.

• Respond expeditiously to all benefits-related inquiries from employees regarding plan provisions, benefits enrollment, leaves of absence, and benefit status changes.

• Collaborate with the leaves of absence vendor to oversee leave of absence requests and disability payments.

• Interpret FMLA and ADA implications as they relate to leaves of absence and disabilities.

• Support employees regarding leave requests and ensure employees are aware of their responsibilities and any required documentation.

• Ensure the interactive process is initiated when applicable.

• Collaborate with the broker and vendors to develop, update, and distribute all benefits and leave of absence materials, including for annual open enrollment.

• Perform data integrity and compliance audits of benefits and leave of absence data, as well as invoice reconciliation.

• Collaborate with the HRIS team to provide benefits and leave of absence reports and metrics.

• Ensure the accuracy and timeliness of all benefit enrollments and file feed transmissions to vendors.

• Conduct monthly new hire benefits orientation.

• Champion, coordinate, and lead monthly wellness activities and events.

• Perform ACA administration, including monthly review, annual setup, and annual reporting.

• Manage and administer 403(b) bi-weekly deductions and monthly reconciliation, including tracking of status changes.

• Administer Workers' Compensation claims, including filing claims and responding to employee, management, and carrier inquiries regarding claims and related matters.

• Coordinate management referrals to the Employee Assistance Program (EAP), including facilitating the referral process and communicating with management and the EAP provider as appropriate.

• Upload employee contribution files to the commuter benefit vendor's website each pay period and verify that files are submitted accurately and timely.

• Interpret and apply benefits and leave provisions under the collective bargaining agreements for 1199SEIU, DC 37, Local 888, and Local 1181, ensuring consistent, compliant administration across all represented and non-represented employee populations.

• Coordinate with union benefit funds and labor relations on eligibility, contribution, and enrollment matters specific to each bargaining unit.

• Exercise sound judgment and critical thinking in resolving complex, high-volume benefits and leaves across a diverse, multi-union workforce of approximately 2,200 employees.

• Perform other duties as assigned.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and ability required.

• Thorough working knowledge of leave requirements and other legal protections under the FMLA, PFL, ADA, and other applicable laws, including the interactive process.

• A minimum of five years of experience administering benefits and managing leaves of absence.

• A bachelor’s degree in human resources or a related discipline; CEBS certification a plus.

• Working knowledge of retirement plans, ERISA, and applicable DOL and IRS regulations and plan documents.

• Strong command and expertise in developing effective workflows and processes to ensure desired outcomes.

• Effective written and verbal communication skills, with a proven ability to solve problems, attention to detail, and strong organizational skills.

• Professional demeanor and the ability to maintain constructive and appropriate working relationships.

• Ability to handle sensitive and confidential employee data with discretion and professionalism.

• Proficiency in Excel, Word, and PowerPoint; experience with Oracle or other HRIS platforms preferred.

• Demonstrated experience administering benefits and leave programs within a unionized environment, including working knowledge of collective bargaining agreements and coordination with union benefit funds and labor relations.

• Strong critical thinking skills, with the ability to analyze complex benefits, leave, and compliance issues and exercise sound, independent judgment in resolving them.

• Prior leadership experience, including the ability to guide, train, and support HR staff and cross-functional partners on benefits and leave matters.

• Demonstrated ability to manage a high-volume caseload accurately and with discretion in a large, complex organization of approximately 2,200 employees.

• Strong project management and vendor management skills, with the ability to manage multiple priorities and deadlines simultaneously.

• Ability to build and maintain effective working relationships with union representatives, labor relations, employees, and leadership across a diverse workforce.

• Sound judgment in handling sensitive, high stakes matters with appropriate discretion, escalating to HR leadership or legal counsel as needed.