Leave and Benefits Specialist

Carroll Independent School District Job Description JOB TITLE: Leave & Benefits Specialist Pay Grade: 0P6 Supervisor: Executive Director of Finance Employment Days: 226 Department: Payroll and Benefits Department Wage/Hour Status: Non-Exempt MISSION: CISD educates and inspires every Dragon through a tradition of excellence and innovation in academics, character, and service for life-long success. JOB SUMMARY: The Leave and Benefits Specialist is responsible for coordinating and administering the District's employee leave programs and employee benefit plans in accordance with applicable federal and state laws, Texas Education Code requirements, District policies, and established procedures. This position provides guidance and support to employees and supervisors regarding leave eligibility, leave entitlements, benefits enrollment, and benefits administration. The specialist maintains accurate and confidential employee records, coordinates required notifications and documentation, monitors compliance and reporting requirements, and works collaboratively with Human Resources, Payroll, campus administrators, insurance carriers, third-party administrators, and other benefit providers to ensure the accurate and timely administration of District programs. QUALIFICATIONS: Education/Certification: Associate degree or equivalent combination of education and relevant experience. Bachelor's Degree preferred Additional training or certification in human resources, employee benefits, leave administration, payroll, or a related field preferred. Special Knowledge/Skills: Knowledge of employee benefits administration and applicable federal and state requirements. Knowledge of employee leave programs, including the Family and Medical Leave Act (FMLA), applicable disability leave provisions, and other District leave programs. Knowledge of employee benefits enrollment, eligibility, continuation coverage, and applicable notification requirements. Ability to interpret policies, procedures, and regulatory requirements and communicate information clearly to employees and administrators. Ability to maintain confidential employee, medical, and benefits information in accordance with applicable privacy requirements and District procedures. Strong organizational, analytical, problem-solving, and records-management skills. Effective written, oral, and interpersonal communication skills. Proficiency in Microsoft Office applications, including spreadsheets, databases, and word processing. Ability to learn and use District information systems, including Skyward, Frontline, and applicable benefits administration platforms. Ability to review and reconcile enrollment records, premium statements, contribution reports, and other benefits-related data. Ability to manage multiple deadlines, maintain accurate records, and exercise sound judgment when handling sensitive employee matters. Experience: Minimum of three years of relevant experience in human resources, employee benefits, leave administration, payroll, or a related administrative or business function. Experience in a public school district, governmental entity, or similarly structured organization preferred. Experience with computerized HR, payroll, or benefits administration systems preferred. MAJOR RESPONSIBILITIES: Leave Administration Coordinate and administer the District's employee leave programs in accordance with applicable law, Board policy, administrative regulations, and established procedures. Administer the Family and Medical Leave Act (FMLA), temporary disability leave, sick leave bank, and other applicable District leave programs. Review leave requests and supporting documentation to determine eligibility, applicable requirements, and appropriate next steps in accordance with established guidelines. Prepare and provide required employee notifications, eligibility determinations, rights and responsibilities notices, designation notices, and other leave-related correspondence, as applicable. Track leave usage, eligibility periods, applicable deadlines, documentation requirements, and anticipated return-to-work dates. Communicate with employees regarding leave requirements, required documentation, available leave options, benefit implications, and return-to-work procedures. Coordinate with employees, supervisors, campus administrators, Payroll, and other appropriate departments to facilitate the administration of employee absences and returns to work. Coordinate applicable fitness-for-duty documentation and return-to-work requirements in accordance with law and District procedures. Maintain accurate leave balances, supporting documentation, and records of leave activity within District systems. Monitor leave-related deadlines and identify issues requiring review or escalation to the appropriate Human Resources administrator. Provide guidance to employees and administrators regarding District leave procedures and applicable documentation requirements. Assist with employee orientation and training related to leave programs, benefits continuation, and applicable District procedures. Employee Benefits Administration Coordinate and administer employee benefit programs, including group health, dental, vision, life, disability, medical reimbursement, and other District-sponsored or voluntary benefits, as applicable. Coordinate new-hire benefit enrollment, qualifying life event changes, annual open enrollment, and benefit terminations. Review and process benefit enrollment and change requests for accuracy, completeness, eligibility, and timely submission. Prepare new employee benefits materials and coordinate the distribution and collection of enrollment forms and related documentation. Coordinate annual open enrollment activities, including employee communications, presentations, informational materials, enrollment deadlines, and coordination with benefit providers. Serve as a primary resource for employee questions regarding benefit eligibility, enrollment, plan options, coverage changes, and administrative processes. Coordinate with insurance carriers, third-party administrators, brokers, and other benefit providers to research enrollment discrepancies, resolve administrative issues, and facilitate timely resolution of employee concerns. Administer applicable benefits continuation and notification processes, including requirements and other applicable federal and state requirements. Coordinate benefit eligibility and coverage changes associated with employee leave, separation, and other employment status changes, as applicable. Coordinate District-sponsored and voluntary 403(b) retirement plan administration, including applicable contribution processing, record maintenance, vendor communication, and reconciliation in coordination with Payroll and other designated personnel. Assist employees with understanding benefit enrollment procedures and available resources without providing legal, tax, or investment advice. Monitor benefit enrollment records and eligibility information to identify discrepancies and facilitate timely corrections. Maintain current knowledge of benefit plan provisions, enrollment procedures, and applicable administrative requirements. Provide timely notice to employees under the requirements of the Consolidated Omnibus Budget Reconciliation Act (COBRA), Health Insurance Portability and Accountability Act (HIPAA), and Affordable Care Act (ACA) including issuing certificates of coverage for all medical plans for all terminated employees and dependents. Benefits, Leave Records, Reporting, and Reconciliation Prepare, review, and reconcile monthly insurance premium statements, invoices, and enrollment reports to verify accuracy and identify discrepancies. Coordinate the timely processing of benefit premium payments and related documentation in accordance with District procedures and established deadlines. Maintain accurate benefits-related records, including enrollment, coverage changes, terminations, premium information, and applicable statistical data. Reconcile benefits enrollment information with Payroll and other District records to support accurate deductions, employer contributions, and coverage information. Prepare and maintain reports related to leave utilization, benefits enrollment, premium costs, and other program information as requested. Maintain accurate employee leave records, including confidential medical documentation, with appropriate access restrictions and safeguards. Prepare correspondence, forms, notices, procedures, reports, and other documents related to leave and benefits administration. Assist with the development, review, and distribution of benefits guides, employee communications, and related instructional materials. Maintain required records and documentation in accordance with applicable retention requirements, privacy standards, and District policies. Support internal reviews, audits, and requests for documentation related to employee leave and benefit programs. Coordinate the collection and reporting of wage and employment information associated with workers' compensation claims, as assigned and in coordination with Payroll. Process and reconcile insurance benefits to payroll deductions and insurance billings. Prepare and reconcile summer insurance payments. Process and reconcile payroll liability accounts. Process and reconcile annual renewal of teacher association dues. Employee Service and District Coordination Provide timely, accurate, and professional assistance to employees, supervisors, campus administrators, and other District personnel regarding leave and benefits matters. Communicate program requirements, deadlines, procedures, and changes in a clear and accessible manner. Coordinate with Human Resources, Payroll, campus administrators, and other departments to ensure consistent administration of employee leave and benefit programs. Identify recurring administrative issues, discrepancies, and opportunities to improve procedures, communication, and service delivery. Assist in developing and updating administrative procedures, employee resources, and training materials related to leave and benefits. Maintain appropriate confidentiality and exercise discretion when handling sensitive employee information. Refer complex, disputed, or legally sensitive matters to the appropriate Human Resources administrator. Professional Responsibilities Attend relevant professional development activities, workshops, and training sessions to maintain current knowledge of leave administration, employee benefits, and applicable requirements. Remain informed of changes in federal and state law, District policies, benefit plan provisions, and administrative practices relevant to assigned responsibilities. Demonstrate flexibility and adaptability in responding to changing District needs, systems, and procedures. Maintain professional working relationships with employees, administrators, benefit providers, and other stakeholders. Uphold District policies, procedures, safety requirements, and standards of professional conduct. Support the mission, goals, and objectives of Carroll Independent School District. Perform other duties as assigned. MENTAL DEMANDS/PHYSICAL DEMANDS/ENVIRONMENTAL FACTORS: Tools/Equipment Used: Standard office equipment including personal computer and peripherals Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting Motion: Repetitive hand motions; frequent keyboarding and use of mouse; occasional reaching Lifting: Occasional light lifting and carrying (less than 15 pounds) Environment: May work prolonged or irregular hours Mental Demands: Work with frequent interruptions; maintain emotional control under stress THE REFERENCED STATEMENTS DESCRIBE THE GENERAL CHARACTERISTICS, QUALIFICATIONS AND PERFORMANCE RESPONSIBILITIES OF THIS POSITION, HOWEVER, ADDITIONAL REQUIREMENTS MAY BE STIPULATED DURING THE TERM OF ASSIGNMENT. REVIEWED BY: ____ DATE: __ (Executive Director of Human Resources) APPROVED BY: __ DATE: (Deputy Superintendent) Date Created: 2002 Date(s) Revised: 10/2026