Human Resources Analyst A-C (Benefits)

The official job specifications for this role, as defined by the State Civil Service, can be found here.

Job Duties:

This position is a highly complex, technical professional level position located in the Human Resources Department, which is part of the Administration Division at ELMHS. This position serves as the principle specialist over the ELMHS Benefit Program (Retirement and Insurance). This position also performs highly analytical tasks in six human resources program areas: Payroll, FMLA, Workers’ Compensation, Insurance, Retirement, and ADA. The incumbent provides support throughout the hospital on issues that are highly complex and confidential in nature. Incumbent must have in-depth knowledge and expertise of the rules, regulations, procedures, and deadlines for a variety of insurance products available to state employees. S/he must also know LASERS regulations and statutes, Civil Service Rules, LDH/OBH policies and procedures, and a variety of federal and state laws governing benefits and pay of employees and clients. 

20% Insurance 

• Serve as a subject matter expert for administration of all aspects of the insurance program for ELMHS. 
• Develops, recommends, and implements ELMHS’ insurance policy and procedures. 
• Run and responsible for insurance reports to detect and prevent errors in such areas but not limited to ADA, Drop list, Overage dependents, Mismatch, etc. 
• Coordinates and schedules miscellaneous insurance vendors for statewide presentation. 
• Notifies vendors and coordinates as well as schedules miscellaneous insurance vendor fairs for presentation and/or informational sessions. 
• Incumbent is responsible for receiving the forms and documents necessary to ensure employees receive the insurance products they have requested. 
• Incumbent enters transactions for changes in insurance due to enrollments, separations, retirements, and changes in coverage, into appropriate online systems and/or provides hard copy documents to the insurance provider. 
• Incumbent computes various premium amounts owed such as differences in amounts paid versus amounts owed, changes and amounts of premiums after retirement, and all other premium calculations.
• S/he secures necessary information and signatures on all insurance documents and notifies employees of any changes to coverage and/or premiums. 
• Reviews all forms and documents received to ensure all items are complete. 
• Incumbent is responsible for providing employees with information concerning the flexible benefits programs, miscellaneous vendors, cafeteria plans, and any other insurance-related benefits. 
• Responsible for maintenance and filing of insurance documents in accordance with records retention policies. 
• Purges documents and/or scans as needed. 
• Ensures confidentiality of documents containing private information (beneficiaries, Social Security numbers, etc.) 
• Stays current on applicable confidentiality and retention laws or guidelines. 
• Calculates and prepares the Office of Group Benefits monthly invoice of retiree premiums to ensure the agency’s and retiree’s shares of the premiums are paid correctly and in a timely manner. 
• This requires correctly calculating and balancing the retiree’s premiums, verifying employee eligibility dates for FMLA/LWOP. 
• Notifies retirees to submit proper timely payment of premiums due, etc. 
• Provides information requested by retirees, employees, families, and interested individuals regarding all rules, regulations, procedures, for all deductions from checks, retirement check amounts, life insurance proceeds, etc. 
• Provides claims forms and information for disability insurances. 
• Maintains log of all insurance documents received and processed. 
• Retrieves data on monthly basis to calculate performance indicators and prepares report for HR Director’s review. 

15% Retirement Program Serve as a subject matter expert for administration of all aspects of the retirement program for ELMHS.

• Develops, recommends, and implements ELMHS’ retirement policy and procedures. 
• Responsible for administering the Louisiana State Employment Retirement System (LASERS) for ELMHS employees. 
  1. This includes providing information on applications, retirement options, DROP, or other retirement benefits. 
• Conducts research needed to resolve discrepancies in retirement contributions as requested by LASERS. 
• Ensures that all paperwork sent to LASERS is complete, accurate, and submitted timely. 
• Maintains system to notify employees of critical deadlines for enrollment or participation. 
• Assists families with processes for claiming survivor’s benefits. 
• Provides employees with information concerning their benefits and directs them to LASERS as needed. 
• When needed, makes changes to the employee’s records in ISIS to keep LASERS information current 

15% Payroll Administration Assists ELMHS employees with problems on paychecks or other payroll related problems. 

• Corrects problems as needed. Responsible for processing Off-Cycle checks for these employees who did not receive a payroll check or who were paid incorrectly. 
• Has responsibility for researching and resolving issues on discrepancy reports for the HCM ISIS system and Office of State Payroll (OSUP) 
• Processes necessary forms and/or documents to OSUP for reversal of electronic fund transfers, aged outstanding checks, employee claims, offsets, and recoupments of overpaid wages. 
• Researches and processes payroll adjustments for ELMHS employees. 
• Performs research to respond to unemployment claims and prepares responses to inquiries from the Louisiana Workforce Commission. 
• May be required to represent ELMHS in person or by phone at unemployment hearings. 
• Establishes a file, and prepares payroll adjustments as needed. 
• Prepares monthly report from HCM ISIS of number of payroll adjustments made and computes error rates for individual timekeepers. 
• Prepares report for HR Director’s review. 

15% Family and Medical Leave Act (FMLA) Administration Incumbent is responsible for administration of all aspects of the FMLA for ELMHS. 

• Notifies timekeepers, supervisors, and employees of potential FMLA – qualifying absences and requests documentation. 
• Provides forms and information to employees to ensure compliance with employee notification provisions of FMLA. 
• Receives initial FMLA requests and enters into HR database log. 
• Runs LaGov HCM reports to obtain information to determine employees’ FMLA eligibility. 
• Reviews FMLA requests and makes inquiries to employee or medical provider to ensure that medical or family-related conditions meet the criteria as a “qualifying event” in accordance with federal law.
• Identifies cases that are FMLA qualifying and identifies employee location. 
• Runs monthly LaGov HCM reports to identify absences that may qualify for FMLA. 
• Notifies timekeepers, supervisors, and employees of potential FMLA qualifying absences and requests documentation. 
• Provides forms and information to employees in compliance with federal timelines for employee notification provisions of FMLA. 
• Sets up and maintains tickler systems to ensure medical certifications are received in a timely manner. 
• Provides supervisors and timekeepers written notification of employee’s FMLA eligibility and type of FMLA. 
• Provides tracking forms for intermittent FMLA. Sets up quotas in LaGov HCM and updates date notification fields for tracking. 
• Prepares all notifications and correspondence within timelines required by federal law or agency policy. 
• Tracks progress on the HR log. Notifies HR Supervisor, HR Manager, and HR Director of non-compliance and makes recommendations for denial or discontinuance of FMLA. 
• Stays current on FMLA legal opinions and research. Ensures that the agency’s procedures are in compliance with federal law and LDH/OBH policies. 
• Recommends changes to policy and procedure to facilitate processing and/or to respond to changes in laws or regulations. 
• Consults with LDH attorney as needed to verify eligibility and/or qualifying event decisions. 
• Ensures correct forms are available on the HR page of the ELMHS intranet. 
• Prepares non-disciplinary action letters as needed and works with HR Supervisor and HR Manager to process when employees fail to comply with guidelines, certifications, and/or exhaust their benefits under FMLA laws. 
• Prepares monthly reports of activities for HR Supervisor, HR Manager and/or HR Director and executive staff to describe numbers of FMLA cases, trends, and other statistical data as requested. 
• May prepare quarterly reports for the Governing Body when requested. Keeps HR Supervisor, HR Manager and/or HR Director informed as to new cases, complications, problems, or questions from employees, timekeepers, supervisors, or department heads 

15% Worker’s Compensation Administration Responsible for independently managing ELMHS Worker’s Compensation benefits program for ELMHS. 

• Receives the Employer’s Report of Injury form and logs into the HR Worker’s Comp log. 
• Reviews form for complete and accurate information, and enters information into the online database in accordance with Office of Risk Management (ORM) timeline requirements. 
• Interprets rules and regulations to consult with employees and supervisors regarding use of Worker’s Compensation. 
• Acts as the primary liaison to the ORM’s contracted provider. 
• Responds to formal inquiries from provider regarding each claim, by researching and responding to verbal and written inquiries. 
• Serves as a liaison to provider, the Office of Worker’s Compensation, medical providers, timekeepers, employees, and supervisors regarding status and progress of claims. 
• Calculates average weekly wages and provides information to provider. 
• Receives medical checks from provider and processes “buy-back” payments in the LaGov HCM payroll system. 
• Notifies employees when checks are received and returns checks to provider as needed. 
• Records, verifies, and processes all workers’ compensation leave buy-backs, maintaining accurate records of each. 
• Responsible for the Transitional Return to Work Program at ELMHS. Collaborates with the Office of Risk Management, employees, supervisors, managers, and the Appointing Authority to develop suitable return to work plans. 
• Assists with developing and facilitating accommodations, identifying essential functions of jobs, reviewing and recommending job modifications, oversight plans, and track progress. Conducts Transitional Return to Work Team meetings as needed. 
• Maintains all documentation regarding Transitional Return to Work and monitors employee’s progress every 30 days. Documents and reports program results. 
• Notifies HR Director when agency’s procedures or forms need to be updated for compliance with ORM/LDH/OBH policies. 
• Recommends changes to policy and procedure to facilitate processing. 
• Attends mediations and court appearances when needed. 
• Assists with establishing uniform procedures and formats and makes recommendations to the HR Director for changes to procedures or forms. 
• Prepares activity reports as needed for HR Supervisor, HR Manager, HR Director, and executive staff 

10% Americans with Disabilities (ADA) Administration Incumbent is responsible for the accommodation process as well as state and federal disability laws. 

• Stay abreast on legislation and national, state and local issues affecting access for employees with disabilities. 
• Document and maintain up-to-date case records and notes of appropriate and accurate information.
• Interpret policy, procedures, and laws pertaining to Americans with Disabilities Act (ADA) and determine eligibility. 
• Counsel employees, supervisors, and department heads regarding possible accommodations. 
• Communicate, both verbally and in writing, with physicians, rehabilitation counselors, etc. to gather information regarding individuals’ condition. 
• Evaluate requests and coordinate with Appointing Authority, HR Director, Department Head, and treating physician to recommend approval and/or negotiate accommodations. 
• Work closely with LDH Legal Inactive Cooperative Process Team (ICTP) to finalize accommodation requests and ensure facility compliance with state and federal laws. 
• Develop modified job duties to implement temporary accommodations based on the employee’s capabilities. Provide information, referral and support to employees with medical conditions or disabilities. 
• Perform accommodation reviews to ensure compliance with state and federal regulations and standard work to support employee requests for accommodation. 
• Operate as an advocate for the accommodations process by providing on-going consultative support to Department Heads and Supervisors with a focus on problem-solving and creative solutions. 
• Assist employees in understanding their restrictions and limitations and their legal rights and responsibilities. 
• Coordinate the accommodation process and provide end-to-end case management including conducting interactive discussions with employee, medical provider, Department Head/Supervisor, and other stakeholders to determine and finalize accommodate approval/denials. 
• Facilitate escalated communication between employees with disabilities, medical providers, Department Heads/Supervisors, as well as leave, health and disability insurances, and worker’s compensation stakeholders. 
• Maintain and monitor ADA database. 
• Advise Department Heads and Supervisors of responsibilities to prevent discrimination based on pregnancy to ensure compliance with the Louisiana Pregnancy Act. 
• Clarify validity of statements and request documentation from medical providers when questionable or additional information is required.
• Coordinates ordering supplies including obtaining quotes for special purchases of equipment, materials, or supplies for implementing reasonable accommodations or public access. 
• Coordinates the submission of work orders for the Maintenance Department as necessary. 
• Provides consultation, coaching, and education regarding accommodation matters to Department Heads and Supervisors. 
• Provides training to Department Heads and Supervisors to ensure they have an understanding of all current policies and procedures associated with the ADA. 

5% Miscellaneous Duties 

• Works on special projects as needed by the HR Supervisor, HR Manager or HR Director. Assists other HR staff as needed. 
• May be required to participate in training, layoff preparation, budget preparation, or other administrative duties. 
• Attends training on Worker’s Comp and FMLA, when available. 
• Serves as the subject matter expert on Worker’s Comp for HR Training of staff and supervisory personnel. 
• Willingly accepts and performs additional duties as needed for the smooth operation of the Human Resources department 

5% OTHER DUTIES 

• Participates in educational trainings and competency requirements as mandated for accreditation and licensure of the facility, as well as mandated by all rules, regulations, policies, and procedures of LDH, OBH, ELMHS, and Civil Service. 
• Performs all other duties assigned by supervisor/designee to maintain continuity and quality, accreditation and licensure requirements. 
• Perform all other duties assigned by supervisor, but not listed, for the smooth operation of the unit/building and/or the facility. 
• Maintains current, valid, and unencumbered motor vehicle operator’s license. 
• Adheres to all rules, regulations, policies and procedures of LDH, OBH, Eastern Louisiana Mental Health System and Civil Services. Completes necessary paperwork for employees who are leaving employment at ELMHS. 
• Ensures return of state property, to include parking permits and badges, and notifies HR staff, IT department, Fiscal, CEO and Security of pending terminations. Enters information in LDOL system within 72 hours. 
• When needed, assists employees with LEO or other online HCM, OGB, and LASERS systems for employee self-service. 
• Provides information requested for budgeting or other fiscal reporting. 
• Willingly accepts and performs additional duties as needed for the smooth operation of the Human Resources department. 

ESSENTIAL FUNCTIONS 

• Ability to operate a computer keyboard, have knowledge of Excel, Word and ability to learn and use LaGOV HCM software. 
• Ability to communicate effectively, verbally or in writing, with all levels of staff. 
• Ability to demonstrate compassion and a willingness to assist employees in problem resolution. 
• Ability to manage a team of professionals in a manner that motivates them to accomplish goals and grow professionally. 
• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. 
• Ability to perform analytical thought processes and make decisions with minimal supervision. 
• Ability to maintain calm and professional demeanor under stressful conditions. 
• Ability to manage multiple, competing priorities and meet changing deadlines. 
• Ability to maintain confidential information. 
• Ability to set up and/or maintain filing systems. 
• Ability to compile and prepare various reports (requires analysis and comparison of data). 
• Ability to reach, bend, stretch and stoop. 
• Remaining in a normal seated position, as in working at a desk for substantial periods, as in performing administrative tasks, including clerical work, or in operating a personal computer. 
• Ability to lift up to 30 pounds or equipment/supplies. Ability to lift and place objects on shelves, at heights up to eight feet, or lifting and placing files in cabinets. 
• Ability to access multi-story building via stairs (requires climbing, ascending and descending). 
• Ability to remember details. 
• Ability to work overtime as needed. 
• Ability to work core hours of 8:00 a.m. to 4:30 p.m.

Position-Specific Details:

Salary is negotiable based on experience.

SER (Special Entrance Rate):
HR Analyst A: $1394.40/biweekly
HR Analyst B: $1491.20/biweekly
HR Analyst C: $1648.00/biweekly
 
Premium Pay (paid per hour worked):
Facility Longevity in Human Resources: starting at $1.00/per hour worked

This position may be filled as an HR Analyst A, B, or C 

*This posting may be used to fill vacancies in other divisions or units at Eastern Louisiana Mental Health System within 90 days of closing.
 
This position may be filled as either a Probational or Job Appointment (open to all qualified applicants); a promotion (open to all statewide classified and Agency wide permanent status employees); or by Detail to Special Duty. Current permanent status, classified employees may be required to accept a Probational appointed if selected. If filled as a Job Appointment, there is a possibility that this position may be converted to a Probational Appointment should funding become available.

How To Apply:

To apply for this vacancy, click on the “Apply” link above and complete an electronic application, which can be used for this vacancy as well as future job opportunities. Applicants are responsible for checking the status of their application to determine where they are in the recruitment process. Further status message information is located under the Information section of the Current Job Opportunities page.
 
*Resumes WILL NOT be accepted in lieu of completed education and experience sections on your application. Applications may be rejected if incomplete.*
 
 It is recommended that you apply for all job titles that you are interested in.
 
Specific information about this job will be provided to you in the interview process, should you be selected. However, there is no guarantee that everybody that applies to this posting will be interviewed.
 
For further information about this vacancy, please contact:

Leigh Moore
ELMHS-HR@LA.GOV
 225-634-0680