Benefits Administrator

Heartland Human Care Services•Chicago, IL

4d•Hybrid

About The Position

The Benefits Administrator is responsible for the daily administration of the organization’s employee benefits programs, ensuring accuracy, compliance with federal and state regulations, and aligned with organizational policies and values. This role manages and maintains all benefit plans including medical, dental, vision, life insurance, disability, retirement, wellness programs, and leave administration.

Requirements

Bachelor’s Degree from an accredited institute of higher learning is required.
Minimum Five (5) years of benefits administration experience required.
Solid understanding of employee benefits programs, including medical, dental, vision, life, disability, 403(b)/retirement plans, wellness programs, and voluntary benefits.
Working knowledge of federal and state regulations related to benefits administration, including ERISA, ACA, COBRA, HIPAA, FMLA, and ADA.
Familiarity with Workers’ Compensation processes and the coordination of benefits with leave programs.
Knowledge of HRIS and benefits enrollment systems; ability to navigate and update employee benefit information accurately.
General understanding of payroll processes as they relate to benefit deductions, arrears, and adjustments.
Strong analytical and problem-solving skills with the ability to audit data, identify discrepancies, and implement corrections.
Excellent customer service and interpersonal skills, with the ability to communicate benefit information clearly to employees and managers.
Strong written communication skills, including the ability to prepare benefit summaries, notices, and employee correspondence.
Effective organizational and time-management skills with the ability to manage multiple cases, deadlines, and priorities.
Proficient in Microsoft Office (Excel, Word, Outlook) and comfortable working with data, spreadsheets, and reporting.
Skilled in maintaining accurate records, documentation, and compliance tracking.
Ability to present benefits information and conduct open enrollment or onboarding sessions.
Ability to interpret benefit plan documents, policies, and regulatory requirements and apply them consistently.
Ability to handle confidential and sensitive information with discretion and professionalism.
Ability to provide guidance and support to employees regarding benefits, leaves, and related inquiries with patience and clarity.
Ability to work independently with minimal supervision while also collaborating effectively with HR, payroll, and external vendors.
Ability to prioritize and adjust to changing workloads, especially during annual open enrollment and peak leave periods.
Ability to troubleshoot benefit system issues and escalate problems appropriately.
Ability to maintain a high level of accuracy and attention to detail in a fast-paced work environment.

Nice To Haves

HR-related certification (SHRM or HRCI) preferred.
CEBS (Certified Employee Benefits Specialist) designation preferred.

Responsibilities

Serves as the primary administrator for all leaves of absence, including FMLA, ADA, state and federal leaves, paid parental leave, and Workers’ Compensation; acts as a key liaison for processing employee benefits.
Maintains up-to-date knowledge of FMLA, ADA, Workers’ Compensation, OSHA requirements, and applicable state and federal leave laws, as well as organizational health plan benefits.
Advises managers and employees on the interaction of leave laws including Workers’ Compensation, paid parental leave, accommodations, and short-term and long-term disability benefits.
Manages FMLA and other leave requests throughout the full lifecycle, ensuring timely communication, required notices, accurate tracking, and consistent application of organizational policies and legal regulations.
Maintains appropriate contact with employees on leave, providing assistance and updates as needed.
Oversees the full return-to-work process for employees returning from FMLA, Workers’ Compensation, ADA accommodations, or other approved leave.
Administers the Workers’ Compensation program including claims management, coordination with insurance carriers, maintaining OSHA logs, loss-control recommendations, and employee guidance on WC processes.
Facilitates communication between employees, medical providers, insurance carriers, and internal stakeholders to ensure timely and accurate handling of leave and Workers’ Compensation cases.
Maintains all required documentation, time-off records, communications, and other compliance-related records for approved leaves, accommodations, and disability claims.
Audits payroll and benefits files regularly to ensure accuracy of benefits deductions, leave tracking, and eligibility status.
Manages and maintains all compliance regulations for the organizations 401K plan.
Prepares reports, data analysis, and documentation as requested to support HR operations, compliance, and management decision-making.
Supports administration of the Benefits Team mailbox and other communication channels to ensure timely and high-quality employee service.
Performs other duties as assigned.