Benefits Administrator

Benefits Administrator

Title:

Benefits Administrator

Purpose of Position:
The Benefits Administrator administers and manages employee benefit programs, including healthcare, retirement plans (VRS, ORP), leave programs (FMLA), Short-Term Disability (STD), Long-Term Disability (LTD), and Worker's Compensation, ensuring compliance with federal, state, and organizational policies. This role serves as a subject matter expert for benefits inquiries, provides guidance to employees and managers, and partners with vendors and internal stakeholders to deliver accurate, timely, and customer-focused benefits services.

Healthcare Benefits Administration

• Administer group health plans (medical, dental, vision) and related programs (HSA, FSA, EAP).
• Coordinate annual open enrollment, including communication materials, system updates, and employee support.
• Process benefit elections, changes, and terminations in HRIS and carrier systems.
• Resolve coverage issues and liaise with insurance carriers for claims and eligibility inquiries.
• Ensure compliance with ACA reporting and other healthcare regulations.

Retirement Plan Management (VRS, ORP)

• Serve as primary contact for Virginia Retirement System (VRS) and Optional Retirement Plan (ORP) administration.
• Educate employees on retirement plan options, contribution limits, and vesting schedules.
• Process enrollments, changes, and terminations; maintain accurate records in HRIS and in VNAV.
• Complete monthly VNAV reconciliation.

Leave Program Administration (FMLA & Disability)

• Administer Family and Medical Leave Act (FMLA) and other leave programs (parental, military, personal).
• Review and approve leave requests; calculate eligibility and track usage.
• Communicate leave rights and responsibilities to employees and managers.
• Maintain accurate documentation and ensure compliance with federal and state leave laws.
• Manage Short-Term Disability (STD) and Long-Term Disability (LTD) claims, including eligibility verification, coordination with carriers, and employee communication.
• Ensure timely processing of disability claims and accurate payroll adjustments.

Worker's Compensation

• Manage Worker's Compensation claims, including initial reporting, documentation, and follow-up with carriers.
• Coordinate with employees, managers, and medical providers to facilitate return-to-work programs.
• Ensure timely submission of required forms and compliance with state regulations.
• Track claims and maintain accurate records for reporting and audits.

Employee Support & Communication

• Respond to employee inquiries regarding benefits eligibility, coverage, and claims.
• Develop and distribute clear, timely communications about benefits programs and changes.
• Conduct benefits orientations for new hires and educational sessions for employees.
• Maintain confidentiality and professionalism in all employee interactions

Compliance & Reporting

• Ensure compliance with federal and state regulations (ACA, ERISA, HIPAA, COBRA, FMLA, Worker's Compensation laws).
• Prepare and submit required reports (ACA filings, VRS reports, leave tracking, WC claims).
• Maintain accurate records for audits and regulatory reviews.
• Monitor legislative changes and recommend updates to policies and procedures.

Vendor & System Management

• Partner with benefits vendors and carriers to resolve issues and improve service delivery.
• Maintain Cardinal benefits modules; ensure data integrity and timely updates.

Minimum Qualifications

• Employee benefits principles and practices, including healthcare, retirement, leave, disability, and Worker's Compensation.
• Federal and state regulations: ACA, ERISA, HIPAA, COBRA, FMLA, VRS rules, Worker's Compensation laws.
• HRIS systems and benefits administration platforms.
• Strong analytical and problem-solving skills for benefits calculations and compliance.
• Excellent communication and customer service skills.
• Proficiency in Microsoft Office and HRIS systems (People Soft, or similar).
• Ability to manage multiple priorities and meet deadlines.
• Interpret and apply complex regulations and plan documents.
• Maintain confidentiality and handle sensitive information with discretion.
• Build effective relationships with employees, vendors, and internal stakeholders.

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