E 26/27 BENEFITS SPECIALIST (HUMAN RESOURCES)

Human Resources announces an opening for a 1.0 FTE Benefits Specialist. This is a E-10, 12-month position located in Human Resources.

The Benefits Specialist, (Leave Programs) ensures the accurate, compliant, and timely administration of APS employee leave programs, including FMLA, short-term disability, long-term disability, and related medical or personal leave benefits. The objective of the work is to make determinations on eligibility, issue required notices, maintain precise documentation, and provide clear guidance to employees and supervisors so that leave cases are processed in accordance with federal, state, and APS regulations. The Specialist’s work directly affects employee well-being, payroll accuracy, staffing continuity, and legal compliance. Properly performed work ensures employees receive appropriate leave protections and disability benefits, supervisors are informed of employee status, and APS mitigates risk associated with improper documentation, missed deadlines, or regulatory non-compliance. The position requires high attention to detail, strong analytical judgment, and consistent accuracy, as decisions and communications issued by the Specialist have a measurable impact on employees, school and department operations, and APS’s overall compliance posture.

DISTINGUISHING CHARACTERISTICS

The work of this classification involves administering a specialized portfolio of FMLA and disability leave programs that requires the employee to analyze varied case circumstances, regulatory requirements, and documentation standards before determining what actions must be taken. Assignments involve a wide range of leave situations, each presenting different eligibility rules, timelines, and documentation needs, requiring the employee to interpret and apply federal and state laws, CBA’S, APS policies, and case-specific information. The employee often evaluates incomplete, sensitive, or conflicting data and must exercise sound judgment in issuing decisions, communicating requirements, and coordinating with payroll and third-party administrators. The work becomes more complex when cases involve overlapping leave types, evolving medical information, or unique circumstances not directly addressed in existing procedures. The position requires originality and problem-solving to adapt processes, identify discrepancies, and recommend improvements to communication materials and standard operating procedures.

This classification independently interprets laws and policies, manages a high-volume caseload with significant compliance implications, and balances the needs of employees with organizational requirements while maintaining strict confidentiality.

ESSENTIAL FUNCTIONS

Administers FMLA, STD, LTD, parental leave, medical leave, personal leave, and other APS-approved leave programs from intake through closure.

Reviews leave requests, evaluates eligibility, and issues approvals, denials, or requests for additional documentation within required timelines.

Coordinates disability claims and collaborates with third-party administrators to ensure accurate case processing, determinations, and benefit payments.

Provides clear guidance to employees and supervisors regarding leave rights, responsibilities, documentation requirements, and deadlines.

Manages intermittent, reduced-schedule, and overlapping leave cases, ensuring accurate tracking and communication with supervisors.

Maintains complete, compliant, and well-organized documentation in HRIS and electronic case files.

Tracks case progress, monitors deadlines, and ensures timely distribution of required notices and forms.

Conducts routine audits of leave records, HRIS data, and vendor reports to verify accuracy and resolve discrepancies.

Identifies operational gaps, emerging patterns, or recurring issues within leave processes and recommends improvements to workflows.

Develops and updates communication materials, FAQs, checklists, notices, and resource guides to support employee and supervisor understanding of leave procedures.

Participates in drafting, revising, and maintaining standard operating procedures related to leave and disability administration.

Prepares leave activity reports, summaries, and metrics for HR leadership and assists in identifying trends or compliance risks.

Coordinates with payroll staff to ensure accurate pay coding, benefits deductions, and corrections during employee leaves.

Resolves issues involving incomplete, inconsistent, or conflicting documentation and escalates complex or precedent-setting situations to the Benefits Manager.

Maintains up-to-date knowledge of federal, state, and APS leave regulations and applies this knowledge to ensure compliant program administration.

Provides training and informational support to HR team members, school administrators, and supervisors on leave processes, documentation expectations, and APS requirements.

Delivers responsive, professional, and confidential customer service when communicating with employees about sensitive or personal leave matters.

Serves as a backup to Benefits team members and provides support for routine benefits functions during high-volume periods or staff absences.

Performs other duties as assigned, consistent with the scope and purpose of the position.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge of federal and state leave regulations—including FMLA, Virginia leave laws, disability benefits, APS policies—and the processes required to administer them accurately.

• Skill in case management, multitasking, data analysis, auditing, and maintaining accurate documentation within HR information systems.

• Strong written and verbal communication skills, with the ability to provide clear guidance and develop user-friendly materials for diverse audiences.

• Ability to interpret and apply regulations, exercise sound judgment, resolve problems, and recommend process improvements in complex or sensitive leave situations.

• Ability to maintain strict confidentiality, build effective working relationships, and work independently while prioritizing competing deadlines.

MINIMUM EDUCATION AND EXPERIENCE

Education: A bachelor’s degree in human resources, business administration, public administration, or a closely related field preferred.

Experience: A minimum of four (4) years of demonstrated experience in benefits administration, leave management, disability administration, or related HR functions required.

PHR, SHRM-CP, CEBS, or similar HR professional certification preferred.

FMLA, ADA and HIPPA certifications preferred.

Salary:

Salary will be based on the FY2026-27 salary schedule.