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The Benefits Specialist (Disability/Leaves/WC) administers the College’s leave of absence and disability programs (FMLA, VPFLA, STD, LTD, Worker’s Compensation, personal LOA, etc.) to: ensure regulatory compliance, maintain good employee relations by regular contact throughout a leave, to keep leave lengths to the minimum necessary or appropriate, coordinate employee pay (WC, STD, CTO, SLR, etc.) and employee benefit contributions within the payroll system. In addition, the Coordinator supports the Benefit function by participating in various special projects.
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Works cooperatively with others and accepts direction from supervisors.
Workers Compensation
- Ensure that all WC claims are handled in compliance with state law and Middlebury College policy.*
- Ensure that employee and supervisor reports are completed thoroughly and in a timely manner.*
- File First Report of Injury forms in an accurate and timely manner.*
- Coordinate claims with FutureComp including: scheduling of IMEs, sharing of provider notes/documentation, coordinating the payment of wage and medical claims, keeping an on-going log of all claim activity.*
- Prepare average weekly wage reports (form 25s) in a timely manner for employees out more than 3 calendar days.*
- Coordinate WC with FMLA/VPFLA, if applicable.*
- Track time out (whether or not FMLA/VPFLA).*
- Coordinate with payroll: adjust or enter time for employees on WC as necessary to ensure accurate payroll processing.*
- Perform calculations to supplement WC time with CTO, if requested.
- Communicate with HR generalists, employee and supervisor re: time out, policy, process and restrictions (by phone, in person or in writing).*
- Communicate with medical providers, as necessary, to obtain accurate and thorough documentation on release-to- work, restrictions, or out-of-work notes.*
- As requested, provide or coordinate training for employees and supervisors on WC procedures and policies, as well as safety practices.*
FMLA, VPFLA, STD, and other LOAs
- Ensure that all leaves of absence are handled in compliance with state and federal law and Middlebury College policy.*
- Communicate LOA policy, rights, and benefit coordination with employee via letter, phone and/or personal meeting.*
- Determine eligibility by reviewing medical and/or other documentation. Consult with Generalist, as necessary.*
- Document LOA and track time out.*
- Inform supervisor of return-to-work date and any restrictions.*
- Perform calculations for benefits/supplemental CTO/STD/SLR if applicable.
- Maintain contact with employee throughout the LOA, if possible, to assist with necessary paperwork, encourage prompt return to work keep, and to keep employee apprised of leave extensions or denials.*
- Coordinate payroll process in PHAHOUR.*
- Assist employees in filing STD claims, track claims status, and coordinate STD payments via contact with TPA and payroll department.*
- Assist faculty and staff employees out on extended medical leaves in applying for LTD coverage.*
- Keep Generalists and benefits staff apprised of leave status (time/inadequate documentation, etc.), as appropriate.*
- Participate on the HR committee (with Benefits Manager and HR Generalists) that reviews LOAs after the exhaustion of allowed FMLA/VPFLA time and decides employment/termination status.*
Other
- Maintain up-to-date written procedures for the function.*
- Provide support to the Human Resources benefits function by working on various special projects and providing backup coverage.
- Work with other Benefits Specialists to ensure that insurance premiums are paid and coverage extended during unpaid portions of leaves.*
- Prepare management reports as required including monthly LOA and facility reports.
- Performs other duties as assigned.
(*Denotes essential job functions.)
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