Description

BRIEF DESCRIPTION: 

The Benefits and Leave Specialist supports the Human Resources team by administering the City’s benefit and leave programs in alignment with an employee-focused, high-performance culture that reflects the City’s CORE Values—Service, Integrity, Communication, and Excellence.

 This position works closely with department leadership, employees, retirees, and vendors to ensure accurate and compliant administration of benefits, FMLA, retirement, and other leave programs, while maintaining current and precise data within the HRIS, including benefits, payroll deductions, and related records.

 The incumbent is expected to stay informed on current benefit trends, provide knowledgeable guidance to employees and management, and communicate effectively to foster positive relationships across the organization. A general understanding of broader HR functions, such as recruitment, onboarding, compensation, and performance management, is also essential to provide comprehensive HR support.

Requirements

ESSENTIAL FUNCTIONS:

1. Performs benefit administration for benefits, including bill reconciliation, timely payment authorizations, adjustments, change reporting, premiums, and payroll issues for employees, retirees, and dependents.
2. Conducts benefit orientations for new hires, qualifying events, open enrollment, and retiree separations; Ensures deadlines are met, required documentation is submitted, and all elections are accurately entered into the HRIS and benefits systems; Educates employees, retirees, and COBRA participants to support informed benefit decisions and serves as a backup for new hire orientation sessions.
3. Creates and updates content on the employee SharePoint site and provides recommendations for updates to the Human Resources section of the City’s website.
4. Assists with the preparation and distribution of bids and RFPs for benefit plans and programs, and supports contract management to ensure compliance with HR, Purchasing, and City Administration requirements.
5. Organizes and coordinates enrollment and informational sessions for the City’s retirement programs.
6. Conducts exit interviews with retiring employees to ensure understanding of retirement and benefit options and to confirm that all retirement-related processes are fully completed.
7. Assists employees, retirees, dependents, and beneficiaries with processing death, life insurance, retirement, and other benefit-related claims.
8. Administers and coordinates all employee leave programs, including FMLA, ADA, military, jury duty, bereavement, donated leave, and long-term disability, as well as modified duty for personal or work-related illnesses or injuries; Maintains accurate leave records and communicates status updates to management.
9. Ensures compliance with the Family and Medical Leave Act (FMLA) by reviewing, approving, and tracking leave requests; issuing designation letters; and maintaining accurate leave records. Oversees re-certification renewals for intermittent leave, audits usage of FMLA and non-FMLA time, and provides training to supervisors and employees. Reviews return-to-work accommodations or releases and consults with the Risk Manager and Director of Human
10. Resources as needed to ensure compliance with City policy and procedures.
    Works with the COBRA vendor to ensure accurate administration and compliance for all COBRA participants.
11. Coordinates the annual open enrollment process under the direction of the Risk Manager and Director of Human Resources for employees, retirees, and COBRA participants; Ensures the online system is accurately configured, required paperwork and reports are prepared and tracked, and vendor activities are coordinated for onsite meetings and presentations; Delivers enrollment presentations, responds to employee and retiree questions, reviews documentation for accuracy and timeliness, and verifies proper enrollment in all elected benefits, including but not limited to health, dental, vision, HSA, FSA, life, and disability plans.
12. Processes qualified child support and medical support orders received from the Office of the Attorney General.
13. Completes and submits required separation reports for terminated employees to the Office of the Attorney General, ensuring accuracy and compliance with state reporting requirements.
14. Maintains HRIS and payroll benefit data by setting up and managing deductions for health, dental, vision, life, disability, and retirement plans. Performs audits, compiles reports, and verifies data integrity to ensure accurate payroll processing, benefit eligibility, and compliance across all benefit programs.
15. Responds to internal and external audit and survey requests in a timely and accurate manner.
16. Coordinates employee training programs related to benefits, leave administration, and other areas of expertise.
17. Participates in the implementation and maintenance of the HRIS and timekeeping systems by reviewing content, user access, processing, troubleshooting, and verifying compliance to ensure accuracy and effectiveness.
18. Maintains a working knowledge of the City’s Personnel Rules and Regulations and provides input on HR policies, with a focus on those related to benefits and leave administration.
19. Develops, implements, and maintains standard operating procedures for all processes within assigned areas of responsibility.
20. Participates in developing functional goals and objectives that align departmental priorities with overall City goals and initiatives.
21. Processes personnel action forms and employee profiles to ensure accuracy, completeness, and proper approval.
22. Assists in reviewing HR documents, procedures, and employee communications to ensure accuracy and consistency.
23. Ensures compliance with federal and state employment laws, as well as City policies and procedures.
24. Protects the organization’s integrity by maintaining strict confidentiality of sensitive and confidential information.
25. Assists with investigations of employee complaints and grievances by gathering information, conducting interviews, analyzing findings, documenting communications, and providing recommendations for resolution promptly.
26. Administers and maintains the City’s tuition reimbursement program in accordance with established policies and procedures.
27. Demonstrates reliability and professionalism through punctuality, adherence to policies and standards, effective communication, organization, attention to detail, flexibility, and the ability to manage multiple priorities efficiently.
28. Under the direction of the Director of Human Resources and the Risk Manager, develops, coordinates, and maintains the City’s annual Wellness Program, including overall program design, communication planning, research, and supply management; coordinates standalone wellness events and vendor partnerships to promote employee health and engagement.
29. Conducts periodic surveys to benchmark HR programs, policies, and practices against industry standards.
30. Responds to general inquiries from applicants, employees, retirees, and COBRA participants regarding policies, benefits, and leave programs, ensuring accurate and timely communication and resolution of benefit-related matters.
31. Prepares and presents budget recommendations related to benefits, wellness, and other assigned HR programs.
32. Assists with Civil Service testing activities, including posting openings, processing applications, and coordinating test setup and administration.
33. Processes monthly Texas Municipal Retirement System (TMRS) reports and maintains retiree benefit data to ensure accurate and compliant benefits administration. Serves as the primary point of contact for employee and retiree inquiries related to TMRS and retiree benefits.
34. Prepares and coordinates the annual CareFlite enrollment process for all eligible employees and retirees.
35. Provides back-up support and assistance for various departmental functions and performs general Human Resources duties as needed.
36. Responds to open records requests accurately and in accordance with applicable laws and deadlines.
37. Maintains an adequate inventory of insurance and retirement program materials and brochures for employee distribution.
38. Receives and processes cash collections in accordance with City policies and established accounting procedures.
39. Upholds and consistently demonstrates the Human Resources Professional Standards and Workplace Expectations by maintaining high levels of professionalism, integrity, communication, responsiveness, accuracy, confidentiality, and accountability in all interactions and work products, as outlined in the department standards.
40. Supports City Core Values – Excellence, Integrity, Service, and Communication
41. Must arrive at work on time and must maintain a regular and reliable level of attendance.

NECESSARY KNOWLEDGE, SKILLS, AND ABILITIES:

• Extracts and analyzes data from multiple HRIS systems to identify trends and provide informed recommendations based on data analysis.
• Working knowledge of payroll workflows and their integration with benefit elections, mandatory deductions, and leave-related adjustments.
• Ability to maintain strict confidentiality and apply sound judgment when working with sensitive information.
• Demonstrated ability to use initiative to take proactive, empowered action in resolving routine issues within policy guidelines and apply creativity when addressing more complex challenges.
• Ability to anticipate the implications and consequences of situations and take proactive action to prepare for and mitigate potential outcomes.
• Skill in conveying information in a clear, organized, and professional manner to ensure employees understand expectations, processes, and departmental objectives.
• Ability to display empathy, courtesy, and tact when addressing others, maintaining a positive and respectful demeanor in all situations.
• Demonstrates proficiency in computer applications, learns specialized software quickly, and effectively utilizes standard office and HR systems.
• Contributes to a positive and trustworthy work environment by maintaining confidentiality and fostering mutual respect in all professional relationships.

EDUCATION AND EXPERIENCE:

 A bachelor’s degree in public administration, business, Human Resource Management, or a related field, with three (3) years of experience in a Human Resources department preferred; OR

 High school diploma or equivalent with related business coursework and three to five (3–5) years of experience in Human Resources or a business field where analytical and customer service skills were essential, and the work was closely related to Human Resources functions; OR

 Any equivalent combination of education, experience, and training that provides the required knowledge, skills, and abilities.

 Bilingualism in English and Spanish is preferred.