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Human Resources/Benefits Coordinator

Madonna Rehabilitation Hospital Lincoln, NE

Job Description




Job Title: Human Resources/Benefits Coordinator                    Job Code:   880360

Immediate Supervisor: Benefits Manager                                       Status:  Non-exempt   


Provides assistance and support in the Human Resource Department  with the areas of benefits, recruiting, payroll  and all other Human Resources  related functions.  Assists with the administration of Madonnaâ??s benefit programs and recruitment intiatives. Must be competent in knowing, understanding, articulating, and following Madonna benefits, policies and processes as well as compliance with related laws and regulations. Responsible for knowing and demonstrating compliance with confidentiality and HIPAA- required procedures for applicable benefit plans as it relates to all communications and document sharing internally and/or externally. Provides assistance and guidance to managers and staff across campuses regarding all benefits and leave procedures. Must demonstrate sound solutions and problem-solving skills. Communicates, collaborates, and demonstrates excellent customer service skills and anticipate customer needs. Must demonstrate high integrity and confidentiality relating to all information. Must have high regard for service quality and accuracy possess excellent organizational skills. Responsible for benefits records retention and processing. Assists with benefits counseling,  enrollments and new employee paperwork and coordination of health screens. Assist with assigning employee name/Time & Attendance badges with attention to detail and accuracy. Receives incoming telephone calls, assists with greeting applicants and employees, and assesses customer needs in a helpful and knowledgeable manner ensuring a customer service focused approach. Attendance and ability to travel across campuses is required according to Madonna standards and is an essential function for this position due to the nature of the duties and the need to provide benefits support and process benefits and leaves of absences benefits timely, accurately, and consistently according to regulations and Madonnaâ??s standards. Mentors and assists in orientation of new Human Resources and other staff. Assists with processing employee status changes and performance review accurate and timely. Assists in updating benefits, payroll, or other Human Resources system policies, processes, and documents as assigned.  Prepares reports and correspondence and maintains files. Supports all Human Resources employment, recruitment, benefits, payroll, and other Human Resources processes, activities and special projects as assigned. Must be self-motivated and demonstrate problem solving related to employment related regulations, procedures and present recommendations regarding the same. Contributes to innovative change for continual process improvements and works efficiently and effectively and confidently in all aspects of position and excellent presentation skills. Maintains confidentiality of all employee information, facility practices, documents and records as required. Responsible for delivery of quality service including internal/external customer satisfaction by upholding Madonna's mission and values.




  1. Assists in entering benefit changes in HR/P and on vendor websites, processing benefits, administering Flexible Spending Accounts, sending out premium notices and verifying benefit deductions.

  2. Assists with benefits 834 file transfer for health, dental and vision plan as well as separate Flexible Spending Account file transfer.  Asissts with  weekly transfer of data as well as communications with vendors on file issues and file setup. 

  3. Reconciles monthly insurance bills against employee database, ensuring accuracy of premiums billed and making adjustments to payments as necessary and providing data to Accounting for the general ledger.

  4. Verifies accuracy of employee payroll deductions for benefits to ensure that employee deductions are being withheld properly, and to notify those employees not having a deduction that their premium is due. 

  5. Assists Benefits Operations Specialist with plan year renewal procedures including enrollment materials, enrollment meetings and actual enrollment event.

  6. Completes continuation of coverage notifications and enrollments.

  7. Takes minutes as assigned accurately and timely distributes to others as required. 

  8. Actively participates in various project teams, committees, and initiatives as assigned.

  9. Maintains leave of absence records according to regulation and Madonna procedures.  Knowledge of employment laws and entitlements to ensure compliance with regulations required.  Implements changes needed in processes as assigned to ensure compliance with all Human Resources policies and applicable regulations.

  10. Completes timely verification and processing of wire transfers for health and dental claims before routing to Accounting for payment.

  11. Assists customers as necessary in order to ensure customer satisfaction.

  12. Assists in composing, editing, producing and/or distributing correspondence, memos, forms and reports to ensure accurate, timely communication as necessary, providing support to all Human Resources personnel and leadership

  13. Composes, edits, and maintains written documented departmental policies to provide consistent performance of tasks and cross training of co-workers.

  14. Assists with the filing and maintaining of all active and terminated employee files to ensure that files contain current accurate information and are easily retrievable.

  15. Provides clerical assistance in processing employment applications, including scheduling interviews, and verification of employment (written and/or verbal), or other duties as requested. Conducts employment verification on qualified candidates (either in writing or by phone) according to established guidelines.

  16. Assists others with ensuring compliance that all professional employee's current licensure/certifications are on file and available for audits by regulatory bodies and surveys.  Assists with generating monthly licensure report and verifies status of the licensure via the internet

  17. Assists with compiling and reviewing application documents including employment application, licensure and/or credentials, to ensure applicants meet position qualifications for employment

  18. Assists with recruitment activities, which includes internally and externally posting positions, placing advertisements, updating social media initiating bulk mailers, for the purpose of hiring qualified individuals.

  19. Assists with obtaining all applicable background checks including Hirease Statewide criminal checks and Nebraska Adult and Child Abuse Registries.

  20. Assists with collection of all documents necessary to complete a new hire personnel file.  Generates welcome confirmation letter for each new hire.  Follows up with appropriate individual to ensure receipt of all items.  Ensure employees provide appropriate documentation reflecting authorization to work in U.S. (I9 and E-Verify processes). 

  21. Assists with taking pictures and producing name badges for employees.



  1. Communicates and collaborates clearly, effectively and timely with internal and external parties regarding meetings, schedules, and plans.

  2. Assists employees in the completion of online benefits enrollment forms ensuring that employees are properly enrolled in desired benefits.

  3. Answers employee questions relating to benefits in a courteous and efficient manner, enabling employees to have confidence in the ability of Human Resources to properly and consistently manage benefits and enforce regulations and Madonna Rehabilitation Hospital policies while promoting customer satisfaction. 

  4. Assists Benefit Operations Specialist in enrolling eligible employees for benefits.  Presents self with confident and excellent presence and presentations skills.

  5. Assists in receiving and greeting all customers in a friendly and helpful manner. Responds to or refers customer to appropriate resource while promoting customer satisfaction.  Serves as back-up to Human Resources Coordinators for front desk coverage. 

  6. Interacts, communicates and collaborates with co-workers, residents/ patients and other individuals in a respectful, courteous, friendly and compassionate manner, in accordance with Madonna's Mission and values. 

  7. Communicates and collaborates with others in order to ensure information is clearly and regularly conveyed and disseminated in such a manner which facilitates positive internal and external customer service. Demonstrates excellent problem-solving and assessing customer needs and leave of absence assistance with managers and staff.

  8. Mentors and assists in the orientation and training of new Human Resources and other staff to provide support and knowledge of system policies, processes, policies and general expectations.

  9. Assists with various activities as assigned including but not limited to benefits, payroll, recruitment and other Human Resources or system activities as assigned.  Assists in arranging and scheduling various appointments and meetings for all staff and leadership to ensure efficient timely operations as well as appropriate office coverage.

  10. Follows instructions from supervisor and co-workers to perform other functions as assigned in order to achieve corporate and system goals.

  11. Coordinates the process for completing background checks on job candidates.

  12. Facilitates and contacts background check provider and appropriate agencies regarding background check results and/or reports on applicants, new hires and current employees.

  13. Collaborates and communicates effectively with supervisors on hiring issues and problem-solving.

  14. Assists Recruiters in the coordination, screening, and scheduling and selection of interviews.

  15. Assists with interviewing employment applicants as assigned.


  16. Operates telephone to access multi incoming calls as well as placing outgoing calls to provide prompt, courteous service.

  17. Operates computer, calculator, multi software programs (Microsoft Office products and software) and printers to access, compile and produce data for correspondence and reports for self and others  Must be proficient in Excel, Word, and other office software. 

  18. Operates badge and camera equipment to ensure accurate employee name tags are disseminated timely following Madonna procedures.

  19. Operates various computer/software systems including HRIS and Time and Attendance systems and other related software efficiently and effectively.

  20. Operates copy and fax equipment to reproduce or send information efficiently.

  21. Assists in data entry in computer system for year-end pension reporting, dependent care expenses, etc.

  22. Generates and distributes various reports, processes internal and external mail, and various forms to ensure accurate operations.  Must be able to create advanced Excel reports as well as modify reports to meet customer needs.

  23. Maintains a clean, organized and safe environment.  Handles and operates all necessary equipment and performs required duties according to established safety standards to maintain compliance with regulations and to prevent injury to self or others.

  24. Assists with ensuring safe and clean equipment and environment. 

  25. Must be able to travel independently to multiple campuses and provide own vehicle.


Indoor - Sedentary work - Occasionally lifts and carries 30 pounds when stocking supplies, and/or transporting reports or equipment. Some climbing and balancing to reach computer,

books and supplies stored on high shelves. Some stooping and crouching to do filing.  Frequent reaching and handling of various papers. Ordinary talking and hearing to answer inquiries by telephone or in person continuously. Seeing acuity, near and far continuously, with depth perception. Must possess flexibility of thought and work methods in a fast-paced environment with excellent multi-tasking skills without adverse reaction. Mobility required for travel between campuses and to scheduled internal and external meetings and activities as assigned. Attendance is an essential function of this position. 


QUALIFICATIONS (Education/training and/or Experience)

High school equivalency with minimum of 1 year post-high school education and two years related work experience  required. Experience in benefits programs administration  required.  Applicable experience in Human Resources like size organization preferred. Demonstrated knowledge of employment, payroll and benefits laws required. Proven demonstrated analytical skills in work experience related to benefits and other Human Resources related work required. Additional relevant work experience may be considered in lieu of formal post-high school education. Must have experience and working knowledge of computer software (preferably Microsoft Office Products, i.e., Word, Excel, Power Point) and office machines and10-key calculator.  Experience in  payroll and/or Time and Attendance systems preferred. Must be able to interact in a positive,friendly and confident manner either in person or by telephone with multi-tasking skills. Must have excellent grammar, spelling, and organizational skills. Requires ability to problem solve and interpret/analyze information in conjunction with collaboration and communication skills with all levels in the organization. Must have excellent presentation skills. Must demonstrate integrity and adherence to facility and departmental confidentiality at all times within the Human Resources department and external to the department. Must be self motivated to research issues, questions posed and applicable regulations or procedures. Must be able to work in fast paced demanding situations without adverse reaction and be able to interact in a positive manner with staff and public, either in person or by telephone. Valid Nebraska driverâ??s license and proof of good driving record required.

Job Details

Date Posted July 10, 2018
Date Closes July 25, 2018
Requisition 0002GI
Located In Lincoln, NE
SOC Category 00-0000.00