HR/Benefits Administrator

HR/Benefits Administrator

Rainbow USA Inc is a retailer of juniors, plus, kids clothing, accessories and shoes. We are based in Brooklyn NY. We are looking for a HR/Benefits person for our Corporate Office . The position is based at our offices on Pennsylvania Avenue in Starrett City. We are looking for a smart, bright, proactive HR/Benefits person to join our small HR team.
The hours are 8.30pm - 5.15pm Monday through efits handled: FMLA, Disability, Allstate, Life, LTD, STD, Vision, Basic Medical
ResponsibilitiesBenefit Tasks
Retrieve and respond to all messages left on voicemail/faxes for the Benefits Department within 24 hours related to above benefits to ensure all employees are taken care of.
* To input benefit deductions/paybacks for benefits listed above. To take responsibility for Allstate, Vision, Basic Medical and Life/LTD/STD. plans – deduction set up/terminations/pay monthly bills/audit monthly bills.
* Send out COBRA paperwork for Vision plan, track COBRA payments and cancel as necessary. Send out letters to COBRA participants due to lose COBRA coverage to remind them of when COBRA will terminate.
* Process NJ and Union Disability and STD claim forms and provide information to insurance company. Sort out any issues as needed.
* Responsible for managing FMLA plan – sending out paperwork initially, advising employees of their rights, getting authorization forms and medical certification for FMLA, tracking FMLA end dates and sending memo to employee advising them that they have to return to work on a specific date. Track FMLA benefit payments and ensure that benefit plans are up to date. Send out FMLA paperwork as requested. Track intermittent FMLA time as necessary.
* With HR Director manage open enrollment process for plans administering. Send out communications to stores; timetable for getting forms back; review of all forms to determine changes from previous year. Track compliance on completion of forms and provide regional managers with updates Provide changes to insurance company; get new cards for everyone and send out to employees.
HR Tasks:
* To cover for Receptionist breaks and lunch on a daily basis.
* Input termination dates/reason codes into Lawson. Review the No Hours report every week and follow up with stores to get compliance on the report. The report should be no more than 20 pages each week.
* Send out weekly union enrollment/medical waiver forms. To track who sent back the forms and do reminder letters each 2 weeks until 3 letters have been sent to the employee. To create a spreadsheet on a weekly basis that is sent to the union, showing new hires/ terminations/union packets sent out/union members working under 25 hours per week/
* To reply to Subpoenas in a timely basis.
* To review, check for accuracy and input Jumbo Sales into system on weekly basis, get printed and send out to stores in mail pack.
* To send out Federal and State posters to all stores in need and to make sure new stores receive the complete Poster packet
* Input I-9 information into the system. To ensure that HR report to District Managers is clear of any employee without an updated I-9. Send out bi-weekly I-9 non compliance report To be responsible for I-9 compliance in stores, Home Office and DC. Monitor new Lotus Notes system for issues, send out weekly reports to stores for expiry dates and track to make sure employees do not work after documents have expired unless new documents are provided. Set up and verify all employees using E-Verify system. Deal with fall out as necessary.
* To complete all employment verification phone calls/paperwork on a timely basis.
* To send out bi-weekly No Hours compliance report.
* To review weekly union enrollment forms, determine eligibility and create email to Payroll, DMs advising who is going in union and union medical.
* After receptionist calculated CA break violations, send out monthly report to DMs, RMs VP Stores re compliance.
* To complete employee letters as needed by employees for housing, welfare, landlords, immigration etc
* To be the HR New Store Opening Coordinator, ensuring that everything is sent to the stores from an HR perspective
* Organize Birthday party on monthly basis.
* To provide secretarial support for operational memos, training, operations manual updates etc. Type and distribute the Regional Managers Meeting notes.
* Gather documents needed for WOTC credits as needed by Walton
* Update hours/wage reports as needed for Walton for WOTC credits
* Scan all Life, LTD, STD, Allstate, Basic Medical, Vision, FMLA, Disability, Union, I-9 paperwork into Lawson.