Benefits and Leave Manager (62410)

Job DetailsJob Location: Corporate 901 - Oklahoma City, OK 73105The Senior Benefits & Leave Manager is responsible for the administration, oversight, and ongoing management of HAC's employee benefit and leave programs. This position serves as the primary internal owner of benefits administration and leave management and is responsible for ensuring programs are administered accurately, consistently, and in compliance with applicable plan requirements, company policies, and regulatory requirements.

The position manages relationships with benefit carriers, brokers, third-party administrators, and other benefit vendors; owns benefit reconciliations and eligibility audits; manages employee leave cases from initial request through return to work or separation; and serves as the primary subject matter resource for employees, managers, Payroll, and HR regarding benefits and leaves.

This is a senior individual-contributor role requiring the ability to independently manage complex benefit and leave matters, identify administrative and financial discrepancies, establish effective controls, and escalate significant compliance or employee relations issues to HR leadership.

Key Responsibilities

Benefits Administration & Vendor Management

Serve as the primary internal owner of day-to-day employee benefit administration.
Manage relationships with benefit carriers, brokers, COBRA administrators, disability carriers, and other benefit vendors.
Hold vendors accountable for service levels, issue resolution, eligibility accuracy, billing accuracy, and contractual requirements.
Administer medical, dental, vision, life, disability, and other company-sponsored benefit programs.
Oversee employee enrollments, terminations, qualifying life events, eligibility changes, and benefit corrections.
Serve as the primary escalation point for complex employee benefit issues.
Coordinate new-hire benefit enrollment and employee benefit terminations.
Lead annual Open Enrollment administration, including system configuration, employee communications, eligibility validation, enrollment monitoring, and post-enrollment audits.
Coordinate implementation of benefit plan changes, new vendors, and new benefit programs.
Maintain current plan documents, administrative procedures, vendor contacts, benefit materials, and internal benefit resources.
Partner with HR leadership, Payroll, Finance, brokers, and vendors on benefit renewals and benefit-related projects.

Benefit Reconciliation & Financial Controls

Own monthly benefit reconciliation processes.
Reconcile carrier invoices against HRIS eligibility records, enrollment records, and payroll deductions.
Identify and resolve discrepancies involving enrollment, eligibility, employee deductions, employer contributions, and carrier billing.
Review retroactive additions and terminations, credits, adjustments, and other billing changes.
Partner with Payroll and Finance to ensure benefit deductions and employer expenses are accurate.
Maintain documentation supporting monthly reconciliations and corrections.
Establish controls to identify benefit errors before they result in significant financial exposure.
Track outstanding vendor credits, refunds, billing corrections, and unresolved discrepancies through completion.
Prepare benefit cost and reconciliation reporting for HR and Finance leadership.
Support benefit audits and provide requested eligibility, enrollment, contribution, and reconciliation documentation.

Leave of Absence Administration

Own the administration of employee leaves from initial request through return to work, exhaustion of leave, or separation.
Determine and communicate eligibility for FMLA and other applicable leave programs.
Issue required leave notices, certification requests, designation notices, and employee communications within required timeframes.
Review medical certifications and supporting documentation for completeness.
Track continuous and intermittent FMLA, medical leaves, personal leaves, disability leaves, and other approved absences.
Maintain complete leave case files, documentation, deadlines, and communication records.
Monitor employees approaching exhaustion of protected or company-provided leave.
Coordinate ADA accommodation and interactive-process matters with HR leadership.
Obtain and review return-to-work documentation and work restrictions.
Coordinate with managers and HR regarding return-to-work restrictions and accommodations.
Coordinate benefit continuation, employee premium obligations, and COBRA eligibility during and following employee leaves.
Maintain confidentiality of medical information and ensure appropriate separation of medical records from general personnel records.

Disability & Workers' Compensation Coordination

Coordinate Short-Term Disability and Long-Term Disability claims with employees, carriers, Payroll, and HR.
Monitor disability claim status and ensure disability benefits are appropriately coordinated with applicable leave programs.
Coordinate with the Risk function when an absence involves a work-related injury or workers' compensation claim.
Ensure applicable FMLA and workers' compensation leaves are coordinated appropriately.
Coordinate return-to-work restrictions involving disability, workers' compensation, and other medical leaves.

Retirement & Benefit Plan Support

Provide administrative support for company retirement programs as assigned.
Coordinate employee eligibility and enrollment information with applicable recordkeepers and administrators.
Assist with census data, eligibility files, audits, annual reporting, and other plan administration requirements.
Direct investment, distribution, valuation, and other plan-specific questions to the appropriate recordkeeper, trustee, administrator, or advisor when required.

Compliance, Auditing & Reporting

Maintain accurate benefits and leave information in the HRIS and applicable vendor systems.
Conduct routine eligibility audits across benefit programs.
Audit payroll deductions against employee elections and carrier enrollment.
Monitor leave cases for missing documentation, approaching deadlines, and compliance concerns.
Maintain organized documentation supporting benefit and leave administration.
Prepare regular reporting for HR leadership regarding:

Employees currently on leave
Anticipated return-to-work dates
Intermittent FMLA usage
Outstanding medical certifications
Employees approaching leave exhaustion
Benefit enrollment and eligibility discrepancies
Carrier reconciliation differences
Outstanding vendor credits and corrections
Significant benefit or leave issues requiring leadership attention

Support regulatory, financial, plan, and internal audits.
Identify process weaknesses and recommend corrective actions.

Process Ownership & Continuous Improvement

Develop and maintain standardized benefits and leave administration procedures.
Establish calendars, checklists, controls, and documentation standards to ensure critical deadlines are met.
Identify opportunities to automate or streamline manual processes.
Evaluate recurring employee and vendor issues and recommend process improvements.
Develop employee and manager communications regarding benefits and leave processes.
Maintain written procedures that allow critical functions to continue during absences or staffing changes.
Serve as the subject matter expert for benefits and leave administration within HR.

Qualifications
5+ years of progressively responsible experience in benefits, leave administration, or human resources.
Significant hands-on experience administering employee benefit programs and leaves of absence.
Working knowledge of FMLA, ADA, COBRA, disability programs, and employee benefit administration.
Experience reconciling benefit invoices, eligibility records, and payroll deductions.
Experience managing relationships with benefit carriers, brokers, and third-party administrators.
Strong Excel and data reconciliation skills.
Experience with HRIS/payroll and benefit administration systems.
Strong written and verbal communication skills.
Demonstrated ability to independently manage multiple deadlines and complex employee cases.
High level of discretion when handling confidential employee, medical, and financial information.

Preferred

Experience supporting a large, multi-location hourly workforce.
Experience with self-funded or complex benefit programs.
Experience coordinating benefit administration with Payroll and Finance.
Experience leading Open Enrollment and benefit vendor implementations.
SHRM-CP, SHRM-SCP, PHR, SPHR, CEBS, CLMS, or similar certification.