4 days old

Benefits Manager

Cotati, California 94931
  • Job Type
  • Job Status
    Full Time

Job Summary:

The Benefits Manager oversees the Benefits and Leave team and provides all training and support. As needed, this position provides special guidance and assistance to all locations on employee benefits and leaves of absence. This position will assist with recommending new or modified plans and will be responsible for all open enrollments as well as effectively coordinating all leaves of absence cases to include general administration, comprehensive case management and program compliance with the Family and Medical Leave Act, state leave laws, and all related employment laws. Performs exemplary customer service and assistance to associates, executives and HR business partners.

Essential Duties & Responsibilities:


  • Administers employee benefits programs such as retirement plans; medical, dental, vision plans; life insurance plans; and temporary disability programs
  • Reviews processes to assure all participants are in compliance with federal and state laws and regulations.
  • Oversee moving any new acquired companies onto the benefit admin system.
  • Obtains uniform benefits package for all company locations, where possible.
  • Handles ACA variable workforce benefit eligibility; stays up on new ACA requirements.
  • Work closely with software vendors on the annual 1094 and 1095 forms, ensuring information is reported on time to the vendors for 1094 and 1095 processing, reviews errors and consistently follows up on pending items.
  • Works closely with Director of Payroll to keep the current ACA hours reports updated and accurate, and uploads biweekly into the benefit admin software for tracking ongoing eligibility.
  • Handles San Francisco HCSO administration and vendor coordination, including confirming timely termination and assisting with quarterly and annual reporting.
  • Works with broker to obtain annual insurance quotes by providing necessary census data, reviewing insurance quotes, and developing company cost information and make premium cost share recommendations to management
  • Administers annual benefit open enrollment including all related communications and conduct any employee meetings
  • Oversees all COBRA administration, including all paperwork for the supplemental benefit plans is handled correctly and in a timely fashion.
  • Provides information to employees and managers on benefit-related questions; assists with resolving all employee benefit issues/problems.
  • Works with brokers and MarCom with the design, preparation, update, and distribution of employee benefits booklets and other employee benefit communications.
  • Assists with 401(k) administration and work with Director of Payroll with annual audit and filing of 5500.
  • Assures company compliance with provisions of Employee Retirement Income Security Act and the Affordable Care Act. Supervise preparation of reports and applications required by law to be filed with federal and state agencies, such as Internal Revenue Service, Department of Labor, insurance commissioners, and other regulatory agencies. Review and analyze changes to state and federal laws pertaining to benefits, and report necessary or suggested changes to management. Coordinate company benefits with government-sponsored programs.
  • Assist in the development of company bargaining proposals for employee benefits and analyze union benefits demands. Obtain and prepare cost data for company and union proposals and final settlements.
  • Handle benefits inquiries and complaints to ensure quick, equitable, courteous resolution.
  • Work closely with the Payroll department to ensure deductions are processed correctly and any changes processed timely.
  • Responsible for reviewing monthly invoices for processing and timely payment; work closely with Accounting Department


  • Serves as the subject matter expert for the leave programs in alignment and under the general direction and guidance of the Executive Director of HR and Payroll
  • Interprets and administers leave programs and policies in accordance with the applicable federal and state employment laws (FMLA, ADA, USERRA, Pregnancy Discrimination Act, etc.).
  • Ensures that the workers’ compensation leaves are managed in accordance with FMLA and CFRA.
  • Escalates any unusual or potential legal issue over a leave to the Executive Director HR and Payroll.
  • Oversees and ensures that HIPAA and Employee Privacy guidelines are closely monitored and effectively executed.
  • Manages all administrative aspects of leave claims to include tracking hours used/taken and working closely with HR and Payroll to ensure that pay for employees is accurate and correct.
  • Works closely with employees to ensure that all relevant completed medical documentation is submitted for timely review.
  • Oversees and assists with maintaining appropriate contact with all employees on leave and coordinates all aspects of return to work for associates on leave.
  • Oversees the maintenance of saving all leave documentation.
  • Produces and manages reporting metrics and analytics for all leave cases. Presents reports as requested.
  • Manages STD/LTD programs and vendor relationships. Ensures that claims are coordinated with FMLA or general medical cases.
  • Meets regularly to review the status of cases and develops legally sound strategies for a mutually beneficial resolution.
  • Assists in the creation and facilitation of leave administration training programs
  • Assists with accommodation interactive discussions. 

Other Duties

  • Responsible for benefit and leave software implementation/set-up and ongoing maintenance.
  • Assists with related special projects as needed.
  • Performs other duties as assigned by manager.


Minimum Qualifications:

  • Bachelor's degree or equivalent work experience; preferably business administration, human resources administration, or other relevant degrees are preferred.
  • 3+ years experience in Human Resources at minimum; benefit, ACA and leave experience required.
  • PHR Certification preferred.
  • Proficient in MS Office (Word, Excel, PowerPoint) and Ben Admin systems.
  • Service mentality coupled with the energy and desire to make a positive impact in the workplace.
  • Outstanding communication and presentation skills.
  • Creativity that is displayed in fresh ideas.
  • Must include experience in a team-based environment with a focus on continuous improvement.
  • An absolute commitment to confidentiality, honesty and integrity is required in this role.
  • Thorough understanding of state and federal human resources principles and practices, including but not limited to hiring practices, employment law, EEO, ACA compliance and multi-state leave laws.
  • Ability to effectively communicate with people at all levels and from various backgrounds.
  • Experience with ACA software required; PlanSource experience a plus.

Physical/Mental Requirements:

While performing the duties of this job, the employee is frequently required to do the following:

  • Coordinate multiple tasks simultaneously and drive multiple projects.
  • Collect, interpret, and/or analyze complex data and information and convert related activities into a comprehensive work plan.
  • Understand and respond to a diverse population.
  • Utilize fine motor coordination, clear speech, and good visual acuity.
  • Calculate figures and amounts.
  • Accurately complete detailed forms and reports.
  • Interpret complex laws, regulations, and/or policies.
  • Ability to communicate and make recommendations to upper management
  • Ability to identify basic problems and procedural irregularities, collect data, establish facts and draw valid conclusions
  • Ability to work independently in a fast-paced environment with changing priorities demonstrated
  • Ability to deal with confidential information
  • Time management and priority setting skills required

Work Environment:

  • Works in an office environment where temperatures are comfortable and noise level is low to moderate.


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Benefits Manager

Cotati, California 94931

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Cotati, California

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