Position summary
The Benefits and Claims Coordinator supports the day-to-day functions of Human Resources, with primary responsibility for coordinating employee benefits, claims, and related HR processes. The position serves as a resource to employees while ensuring accurate documentation, timely follow-through, and appropriate confidentiality. The Coordinator works with increasing independence as knowledge and experience are gained, while recognizing matters that require HR review, guidance, or decision-making.
Minimum qualifications & requirements
- High school diploma or equivalent.
- Basic computer skills and the ability to learn new software, systems, and online platforms.
- Valid driver's license and proof of automobile insurance.
- Ability to successfully complete required background checks.
- CPR certification and other state-required training — provided by Kokua Services as applicable.
Skills, abilities & attributes
Confidentiality and discretion
Maintains appropriate confidentiality and demonstrates discretion when handling sensitive employee, benefit, claims, medical, and organizational information.
Sound judgment
Recognizes when to act independently, when to seek guidance, and when a matter requires HR review or decision-making.
Attention to detail
Accurately manages benefits, claims, documentation, employee information, and deadlines.
Organization and follow-through
Prioritizes multiple responsibilities, meets deadlines, and follows assigned matters through to completion.
Communication
Communicates clearly, accurately, and professionally with employees, supervisors, benefit providers, agencies, and other professionals.
Compassion with professional boundaries
Supports employees with patience and respect while maintaining appropriate HR boundaries.
Reliability and accountability
Takes ownership of responsibilities, follows through on commitments, and communicates when assistance is needed.
Willingness to learn
Learns and applies HR processes, benefit plans, claims administration, leave requirements, applicable regulations, and Kokua procedures.
Problem-solving and initiative
Identifies what needs to be done, researches appropriate solutions, and seeks guidance when needed.
Professionalism and trustworthiness
Builds confidence through consistent, professional, and ethical conduct.
Adaptability
Effectively manages changing priorities, unexpected employee needs, and time-sensitive responsibilities.
Collaboration
Works effectively within HR and with other departments while understanding and respecting role boundaries.
Essential duties & responsibilities
Benefits administration
- Coordinate employee benefit enrollment, qualifying life event changes, eligibility changes, and benefit termination.
- Respond to routine employee benefit questions and help employees access the right information and resources.
- Communicate and coordinate with benefit representatives, carriers, and vendors as needed.
- Track benefit-related documentation, deadlines, and follow-up through completion.
- Coordinate benefit processes tied to hire, eligibility or status changes, leave, return from leave, and separation.
Claims coordination
- Assist employees with assigned claims processes, including providing appropriate forms, information, and next steps.
- Track claims, required documentation, deadlines, and follow-up through completion.
- Communicate with employees, HR/TPA, claims representatives, and applicable agencies as needed.
Leave & accommodation support
- Work with HR/TPA to document, track, and communicate with employees regarding leaves of absence, including FMLA, Washington PFML, and other applicable leave.
- Support HR/TPA with ADA accommodation requests by maintaining documentation, tracking deadlines, and assisting with communication as directed by HR.
Background checks & compliance
- Track and coordinate employee background checks and renewals to support continued compliance.
- Conduct Character, Competency and Suitability Reviews and prepare findings for HR review and final approval.
Separation & attrition reporting
- Manage employee exit interviews through SurveyMonkey.
- Track and compile turnover and attrition information and provide monthly reports to the Executive Director, HR, Scheduling Coordinator, and Training Manager.
Absenteeism tracking & support
- Track attendance and absenteeism infractions in accordance with Kokua's absenteeism policy.
- Provide employees with information and clarification regarding the absenteeism policy when an infraction is questioned or contested.
- Prepare required tracking documentation.
Corrective action support
- Draft corrective action documentation at the direction of HR.
- Coordinate electronic signatures and maintain complete documentation as required.
Communicable disease tracking
- Track and document employees who are out of work due to COVID-19 or other communicable disease concerns as directed.
- Coordinate activation and deactivation of “hot house” status and ensure required clearance and testing processes are completed in accordance with current organizational requirements.
Plus any other duties, after hire, that might be considered appropriate by the Human Resources Director or Executive Director.
Applying & reasonable accommodation
Kokua Services encourages qualified candidates who are interested in the Benefits and Claims Coordinator position to apply. Qualified individuals must be able to perform the essential functions of the position, with or without reasonable accommodation. Anyone who needs a reasonable accommodation to participate in the application or interview process is encouraged to contact HR — requesting an accommodation will not affect consideration for the position.
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