Multi-State Benefits and Leave Administrator

Berry Law Firm•Lincoln, NE

9d•Hybrid

About The Position

The Multi-State Benefits & Leave Administrator is a senior-level Human Resources professional responsible for the design, administration, and compliance of all employee benefit programs and leave of absence processes across all states in which the firm employs staff. This role is the firm's subject matter expert on both federal and state-specific benefits and leave law, ensuring that every employee — regardless of their work location — receives accurate, compliant, and equitable administration of their benefits and leave entitlements. At a 300-employee law firm operating across multiple states, this role carries significant compliance responsibility. The administrator must maintain current knowledge of a rapidly evolving patchwork of state leave laws, paid family and medical leave (PFML) programs, state-specific benefits mandates, and local ordinances — while delivering a seamless, high-quality experience to employees and firm leadership. This position works closely with the CHRO, Payroll Administrator, Head of Legal Operations, and outside benefits broker to manage risk, control costs, and ensure the firm's total rewards program remains competitive in every market where it operates. The regulatory landscape for multi-state employers has reached unprecedented complexity. You aren't just administering plans — you are protecting the firm's reputation, minimizing legal exposure, and ensuring our "warrior ethos" extends to how we care for our own team members. This is a mission-critical role that requires both technical mastery and strategic judgment.

Requirements

Bachelor's degree in Human Resources, Business Administration, or related field required
SHRM-SCP, SPHR, or CEBS certification strongly preferred
CLMS (Certified Leave Management Specialist) highly desirable
Minimum 5–7 years in benefits and leave administration
Demonstrated experience processing multi-state payroll or serving as payroll backup required
Multi-state experience required — must have directly administered benefits and leave for employees in 5 or more states
Experience managing state PFML programs (contributions, claims, employer reporting) required
Professional services or law firm experience strongly preferred
Experience with HRIS platforms
Experience managing benefits broker and TPA relationships
Expert-level knowledge of ERISA, ACA, COBRA, HIPAA, FMLA, ADA, PWFA, USERRA, and Section 125
Demonstrated ability to navigate overlapping federal, state, and local leave laws and apply the most employee-favorable standard
Strong analytical skills for benefits cost analysis, multi-state reporting, and compliance tracking
High attention to detail — multi-state compliance errors carry significant legal and financial risk
Strong interpersonal and communication skills — ability to explain complex, jurisdiction-specific benefits information clearly to employees at all levels
High degree of discretion and ability to handle sensitive and confidential information
Proficiency in Microsoft Office Suite (Excel, Word, Outlook); experience with multi-state HRIS systems
Ability to manage multiple priorities and deadlines simultaneously across multiple jurisdictions
Self-directed learner — must proactively stay current on rapidly changing state leave and benefits laws without being prompted

Nice To Haves

SHRM-SCP, SPHR, or CEBS certification strongly preferred
CLMS (Certified Leave Management Specialist) highly desirable
Professional services or law firm experience strongly preferred

Responsibilities

Administer all employee benefit programs — medical, dental, vision, life insurance, short-term disability (STD), long-term disability (LTD), and supplemental benefits — ensuring plan designs comply with the laws of each state where employees work
Manage the firm's 401(k) retirement plan, including enrollment, contribution changes, loan processing, hardship withdrawals, and vendor coordination
Oversee HAS and EAP programs
Ensure benefit plan documents and required notices are current and distributed in compliance with ERISA and state law
Coordinate and lead annual open enrollment across all locations, including state-specific communications, required notices, and plan variations
Reconcile monthly carrier invoices and audit for accuracy; resolve discrepancies with vendors
Manage relationships with benefits brokers, insurance carriers, and TPAs
Evaluate benefit plan performance annually and recommend plan design changes to the CHRO
Administer COBRA for all departing employees and qualifying events across all states
Ensure compliance with state-mandated benefits including state disability insurance, PFML programs, and mandatory sick leave accruals
Administer all leave programs in full compliance with federal law and the specific laws of every state where the firm employs staff, including: Federal FMLA and all state equivalents, State Paid Family and Medical Leave (PFML) programs — contributions, claims, and employer reporting, State Paid Sick Leave laws — track accrual, usage, and carryover rules by state, ADA Reasonable Accommodations — coordinate interactive process and leave as accommodation, Short-Term and Long-Term Disability — coordinate with state disability programs where applicable, Parental/Maternity/Paternity Leave — apply the most employee-favorable law in each state, Military Leave (USERRA) — federal and any applicable state military leave laws, Pregnancy Accommodation Laws — including PWFA (federal) and state-specific requirements, Domestic Violence / Crime Victim Leave — required in many states, Jury Duty, Voting, and Civic Leave — varies significantly by state, Bereavement Leave — track state mandates, Firm-specific PTO and leave policies
Serve as the firm's primary subject matter expert on leave law across all jurisdictions
Manage the end-to-end leave process for employees in all states: intake, eligibility determination, documentation, approval, tracking, and return-to-work coordination
Apply the most employee-favorable law when federal, state, and local laws overlap
Coordinate with Payroll on leave pay, PFML benefit integration, and deduction processing during leave
Partner with the CHRO and Head of Legal Operations on complex or legally ambiguous leave situations
Proactively monitor federal and state legislative changes in all jurisdictions — including new PFML programs, paid sick leave expansions, and ADA/PWFA guidance
Maintain a multi-state compliance calendar tracking filing deadlines, contribution rate changes, and notice requirements
Prepare and file Form 5500, ACA 1094/1095, state PFML employer reports, and all other required filings
Ensure all required federal and state labor law postings are current for every work location, including remote employees
Prepare benefits utilization reports, cost analyses, and multi-state compliance summaries for CHRO and firm leadership
Provide accurate benefit deduction data — including state PFML contribution rates — to the Payroll Administrator each pay period
Audit payroll benefit deductions for accuracy across all states and resolve discrepancies promptly
Coordinate leave pay calculations with Payroll, including PFML benefit integration with firm-paid leave
Serve as backup payroll processor in the CHRO's absence, ensuring uninterrupted semi-monthly payroll operations, including timesheet review, wage calculations, tax withholdings, and garnishment processing
Flag state-specific payroll tax implications of benefit plan changes to the Payroll Administrator and CFO
Develop and distribute state-specific benefits communications, enrollment guides, PFML notices, and required postings
Conduct benefits orientation for all new hires, tailored to their state of employment
Host open enrollment meetings and Q&A sessions firm-wide
Train supervisors and managers on leave notification obligations and multi-state compliance