Position: Human Resources Coordinator
Classification: Full-time, Non-exempt
Reports to: Sr. VP, Human Resources and Compliance
Company: Depelchin Family Services
Position Description:
The HR Coordinator provides day-to-day Human Resources support with an initial primary focus on employee benefits administration. The position serves as a key point of contact for employees regarding benefit enrollment, coverage changes, qualifying life events, payroll-related benefit adjustments, and other benefit needs. The HR Coordinator works closely with employees, HR team members, payroll, benefit carriers, brokers, and third-party administrators to ensure benefit programs are administered accurately, timely, and in accordance with plan requirements and organizational procedures. As organizational needs and the employees experience grow, the role may assume additional Human Resources responsibilities.
Primary Responsibilities
- Serve as a primary point of contact for employees regarding benefit questions, enrollment issues, coverage changes, plan information, and other benefit-related requests.
- Guide employees through new hire enrollment and annual Open Enrollment, including communicating deadlines, tracking pending elections, answering questions, and resolving enrollment issues.
- Review and process Qualifying Life Events (QLEs), ensuring required documentation is received and benefit changes are completed accurately within applicable deadlines.
- Monitor pending benefit actions and proactively communicate with employees regarding enrollment deadlines, documentation requirements, Evidence of Insurability (EOI), and other outstanding items.
- Manage EOI requests and coordinate required documentation and status updates between employees and insurance carriers.
- Process and monitor benefit-related payroll adjustments, including retroactive enrollments or terminations, missed or incorrect deductions, refunds, and other necessary corrections.
- Conduct routine audits and reconciliations among HRIS enrollment records, payroll deductions, carrier records, and vendor systems; research and resolve identified discrepancies.
- Monitor benefit eligibility feeds, vendor discrepancy reports, and system error reports and coordinate timely resolution of failed or incorrect transmissions.
- Maintain and monitor the benefits administration dashboard to ensure outstanding tasks, deadlines, employee requests, and enrollment issues are addressed timely.
- Coordinate with benefit carriers, brokers, third-party administrators, and other vendors to resolve employee issues, escalate complex matters, and ensure accurate plan administration.
- Review and reconcile monthly benefit invoices; identify enrollment or billing discrepancies, coordinate corrections and credits, and ensure invoices are submitted for timely payment.
- Coordinate administration of COBRA and other continuation coverage requirements with applicable third-party administrators, including accurate and timely transmission of qualifying events.
- Support administration of HSA, FSA, HRA/HRF, and other account-based benefit programs, including enrollment, contribution, funding, eligibility, and vendor discrepancy issues.
- Support day-to-day administration of the 403(b) retirement plan, including preparing required weekly funding reports, monitoring employee auto-enrollment, coordinating employee contribution changes, responding to employee questions, and partnering with payroll and the plan vendor to resolve issues.
- Assist with 403(b) plan audits, census and data requests, discrepancy resolution, and other required retirement plan reporting and administrative activities.
- Assist with benefit plan-year setup, system configuration, testing, and implementation prior to Open Enrollment and the beginning of each new plan year.
- Maintain current benefit plan materials, employee resources, required notices, and benefit-related documentation; assist with audits, census requests, ACA reporting, and other benefits compliance activities.
- Prepare benefit enrollment, participation, reconciliation, and other reports as requested and identify recurring administrative issues or opportunities to improve processes and employee education.
- Support broader Human Resources projects and administrative functions as assigned and develop knowledge of additional HR areas as the role evolves.
- Assist with planning, coordinating, administering Agency Wellness Program.
Required Qualifications:
- One (1) to two (2) year of administrative, customer service, Human Resources, benefits, or related experience preferred.
- Prior benefits administration experience a plus.
Knowledge, Skills, and Abilities:
- Strong customer service orientation and ability to communicate benefit information clearly and professionally.
- Excellent attention to detail, organization, follow-through, and deadline management.
- Ability to learn benefit plans, eligibility rules, enrollment requirements, and administrative processes.
- Ability to identify discrepancies, research issues, and coordinate resolution across multiple systems and vendors.
- Strong written and verbal communication skills.
- Sound judgment and ability to maintain confidentiality.
- Proficiency with Microsoft Office and ability to learn HRIS, payroll, benefits administration, and vendor systems.
Work Conditions:
- Environment: Office-based
- Range of Schedule: Mon - Fri, 8:00 a.m. to 5:00 p.m.
- Travel: None
DePelchin is Proud to be an Equal Opportunity Workplace.
DePelchin is committed to selecting and employing the best and most qualified person available for each job opening without unlawful discrimination of any kind. Additionally, DePelchin is committed to providing a work environment free of discrimination and harassment on the basis of race, color, sex (including pregnancy, sexual orientation and gender identity), marital or parental status, veteran status, religion, national origin, age, disability, family medical history, genetic information, or political affiliation.