HR & Benefits Coordinator

PA Inclusive supports people with disabilities in living and working in the settings they choose. Coffee Inclusive provides inclusive employment and training opportunities for students and adults with disabilities. This position supports the employees and HR operations of both organizations.

Description:

The HR and Benefits Coordinator administers day-to-day benefits and HR operations for PA Inclusive and Coffee Inclusive. The position administers routine employee benefits and coordinates leaves of absence, payroll-related changes, workers' compensation, and unemployment matters; maintains accurate HRIS and personnel records; prepares HR reports; and provides first-level employee relations support. The Coordinator works under the direction of the HR Director and escalates complex, sensitive, or high-risk matters for review and decision.

Job Duties Process benefit enrollments for new hires, qualifying life event changes, terminations, and supporting documentation accurately and within required deadlines.

Assist with annual open enrollment, employee communications, and benefit education materials distribution.

Reconcile benefit elections and deductions with payroll records and vendor invoices; research discrepancies and coordinate corrections.

Coordinate COBRA administration and required notices with the organization's COBRA administrator or benefit vendors.

Respond to routine employee benefit questions and refer plan interpretation, eligibility disputes, and exceptions to the HR Director or plan administrator.

Coordinate FMLA, personal, military, disability, workers' compensation, and other applicable leaves, including notices, certifications, benefit status, payroll communication, and return-to-work documentation.

Maintain leave calendars and case files, track deadlines, and communicate required information to employees, supervisors, payroll, and benefit vendors.

Support the ADA and other accommodation processes by collecting documentation, scheduling interactive-process discussions, and maintaining records.

Coordinate and assist recruitment process by drafting job descriptions, posting job ads, screening, interviewing and hiring candidates when required.

Attends and participates in college & in-person job fairs and recruiting sessions when required.

Cross-train with other team members to be able to assist in onboarding process including preparation of new hire paperwork, conducting orientation training, and ensuring a smooth transition for new employees when required.

Cross-train to be able to handle payroll when required, including entering employee payroll changes, deductions, leave status, termination etc.; reviewing payroll and timekeeping reports for missing information or apparent discrepancies, coordinating corrections, maintaining supporting documentation, and submit payroll information for final review and approval.

Report workplace injuries promptly, open workers' compensation claims, maintain claim records, coordinate with employees, supervisors, medical providers, and the carrier, and track restrictions and return-to-work status.

Collect separation and wage documentation, prepare unemployment responses for the HR Director's review, maintain case files, and assist with court hearing.

Escalate disputed claims, litigation notices, significant medical restrictions, and other high-risk matters to the HR Director as needed.

Maintain employee records in the HRIS and personnel files, including demographic information, job and status changes, compensation updates, attendance documentation, benefit elections, and separation records.

Conduct routine data audits and correct or coordinate correction of inaccurate or incomplete records.

Prepare recurring and ad hoc reports, including headcount, turnover, benefits, leave, staffing, demographic, and compliance reports.

Respond to routine employee questions concerning policies, benefits, leave, payroll processes, and HR procedures, applying approved guidance consistently.

Receive and document employee concerns, identify matters requiring immediate attention, and promptly escalate complaints involving harassment, discrimination, retaliation, safety, wage concerns, serious misconduct, or legal risk to the HR Director.

Support investigations and employee-relations processes by organizing records, scheduling meetings, taking factual notes, preparing correspondence, and tracking follow-up actions as directed.

Prepare approved HR correspondence and personnel-action documentation, including…