Benefits & Leave Specialist I

Benefits & Leave Specialist I

The Benefits & Leave Specialist I performs entry-level support work assisting with employee benefits and leave administration under close supervision, including orientation support, routine eligibility checks, data entry, vendor coordination, and records management. This position supports the City's Strategic Plan by delivering accurate, timely, and customer-focused benefits services that enhance employee experience and help sustain a high-performing city workforce.

Essential Job Duties

• Present New Hire Orientation benefits and leave segments, guide employees through the enrollment portal, and assist with basic forms and documentation.
• Provide front-line customer service for routine benefits and leave questions, helping employees understand plan provisions, claim processes, and standard timelines, and escalating complex issues as needed.
• Perform routine eligibility checks, enter and update benefits and leave data in HRIS and payroll systems, and monitor EDI file transmissions, correcting basic errors within scope of authority.
• Track and document evidence of insurability for life insurance plans, collect and verify dependent eligibility documentation, and process personal health assessment forms that qualify employees for medical premium discounts, including entering related deductions and changes accurately in payroll.
• Coordinate with benefits and leave vendors on routine plan questions and invoices, submit benefits-related invoices and documentation on schedule, and conduct basic self-audits to ensure accuracy and completeness of records
• Participate in benefits and FMLA and other leave-related projects, open enrollment activities, and system upgrades or implementations.
• Maintain basic awareness of the City's workers compensation processes and related leave interactions and route employee questions or potential claims to higher-level Benefits Leave staff.
• Enter routine benefits and leave data into payroll and related systems as directed, monitor discrepancies or errors, correct issues within scope of authority, and promptly inform higher-level staff of discrepancies identified and actions taken.
• Scan, file, and maintain electronic and paper documentation related to benefits and leave, ensuring records are complete, organized, and up to date.
• Assist in annual Open Enrollment, Health Expo events, Personal Health Assessment (PHA) clinics, and other recurring benefits projects each year, providing logistical support, employee guidance, and basic follow-up as directed.
• Uphold the confidentiality of employee documentation and files in compliance with applicable regulations and City policies.
• Perform basic self-audits of data entry and invoice submissions using standard checklists and promptly seek guidance when discrepancies are identified.
• Identify situations that fall outside routine procedures and refer complex eligibility, leave, HRIS, or billing questions to Benefits & Leave Specialist II or III staff.
• With supervisor approval, participate in training on and occasionally assist with selected Benefits Leave Specialist II tasks to build skills and demonstrate initiative for growth, while higher-level staff retain primary responsibility.
• Perform other related duties as assigned in support of the benefits and leave function.

Physical and Environmental Conditions

Education: High school diploma or equivalent required; coursework in Human Resources, Business Administration, or a related field preferred.

Experience: Up to 2 years of experience in an office or customer service environment; experience in HR or benefits support preferred.

Knowledge, Skills, and Abilities: Basic understanding of employee benefits and leave concepts with the ability to learn City plans and procedures. Awareness of confidentiality requirements and sensitivity when handling employee information. Awareness of key laws and regulations impacting benefits and leave, including HIPAA, Medicare, ACA, COBRA, FMLA, and related requirements, with the ability to recognize when to seek guidance from higher-level staff. Basic proficiency with Microsoft Office products and the ability to learn HRIS and other HR-related systems. Clear written and verbal communication skills appropriate for explaining routine benefits and leave information and presenting orientation material. Strong organizational skills and attention to detail when entering data, submitting invoices, or filing documentation.

Preferred: Ability to speak Spanish.

Level Distinction This is an entry-level classification focused on learning core benefits and leave processes, performing routine tasks under close supervision, and developing foundational knowledge of applicable laws and systems. Employees in this classification may, with supervision and demonstrated initiative, assist on selected Benefits Leave Specialist II activities as part of development and succession planning, while higher-level positions remain accountable for those functions.

Pre-Employment & Physical Requirements: Employment is contingent upon successful completion of pre-employment drug and alcohol screening. Must be able to lift, carry, and move items weighing up to 20 pounds.

Required Qualifications

Office environment with occasional travel for training or external meetings. Ability to work under pressure in a fast-paced setting.