Benefits Specialist

Position Summary

We’re seeking a Benefits \& Leaves Specialist to own the end-to-end administration of employee leave programs and support broader benefits operations for a dynamic, mission-driven workforce. This role is accountable for leave of absence management—including the ADA interactive process and accommodation investigations—vendor performance, and measurable improvements across leave and benefits workflows.

The ideal candidate brings deep expertise in third-party leave administration (Reliance Matrix strongly preferred), a track record of strengthening vendor performance with documented outcomes, and the ability to translate complex requirements into an excellent employee experience.

Key Responsibilities

Leave of Absence Management

• Own end-to-end leave administration: intake, eligibility determination, tracking, return-to-work coordination, and compliance documentation across FMLA, ADA, state and local leave laws, and Canadian regulations
• Lead ADA interactive process investigations, including accommodation assessments, medical documentation review, and resolution tracking
• Manage the relationship with the third-party leave vendor (Reliance Matrix preferred), including SLA monitoring, escalation management, and regular performance reviews
• Drive measurable process improvements that increase vendor leverage, reduce internal administrative burden, and improve employee experience
• Interface with the Safety team on Workers’ Compensation leaves and coordinate reporting requirements

Benefits Administration

• Administer employee benefits programs (health, wellness, disability, life, retirement, recognition) ensuring accuracy and compliance with contracts, ERISA, HIPAA, ACA, and applicable federal/state/provincial laws
• Manage benefit enrollment and life events in Workday, including EOI tracking, passive events, and weekly integration file reviews
• Reconcile vendor invoices and benefit payments monthly and annually; track costs against accrued budget
• Partner with Payroll to ensure accurate deductions each cycle; research and resolve discrepancies
• Oversee COBRA vendor administration for timely and accurate processing

Compliance \& Reporting

• Prepare annual filings: Form 5500, ACA reporting, 401(k) audit requests
• Monitor federal, state, and provincial regulatory changes; recommend and implement compliance adjustments
• Maintain documentation and audit trails to withstand regulatory scrutiny

Open Enrollment \& Communications

• Project-manage the annual open enrollment process end-to-end: plan design changes, communications plan, system configuration, and post-enrollment reconciliation
• Advise managers and employees on benefits and leave questions with speed, accuracy, and confidentiality
• Maintain the internal People Portal (ServiceNow) knowledge base with current benefits and leave content

Continuous Improvement

• Identify and implement process improvements that simplify complexity, better utilize technology/automation, and leverage vendor capabilities
• Deliver measurable outcomes: reduced cycle times, error rates, cost savings, or improved employee satisfaction scores

Required Qualifications

• 5\+ years of progressive experience in benefits and leave administration
• Demonstrated end-to-end ownership of leave programs including FMLA, ADA interactive process, and state/local leave laws
• Direct experience managing third-party leave with documented improvements in vendor performance and SLA adherence
• ADA investigation and accommodation experience with working knowledge of the interactive process
• Proven process improvement track record with measurable outcomes (e.g., reduced processing time, cost savings, error reduction)
• Working knowledge of ERISA, HIPAA, ACA, FMLA, ADA, and OSHA regulations
• HRIS experience (Workday preferred)
• Strong analytical skills with the ability to interpret complex plan documents and regulatory requirements
• Bachelor’s degree or equivalent experience in Human Resources, Business Administration, or related field

Preferred Qualifications

• Strongly prefer experience with Reliance Matrix as a leave administration vendor
• Experience with Canadian benefits plans and provincial leave regulations (ESA)
• Benefits certification: Certified Benefits Professional (CBP), CEBS, or SHRM-CP/SCP
• Experience managing vendor RFPs and contract negotiations for leave or benefits services