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HR/Benefits Assistant
Ref No.: 18-05257
Location: Chicago, Illinois
Position Type:Direct Placement
Pay Rate : $ 45,000.00 - 48,000.00 /Year
ICS has an exciting opportunity with a mid-sized Chicago Loop law firm seeking an HR/Benefits Assistant. This person will perform a variety of administrative duties to support the Human Resources and Benefits Department. This position works directly under the supervision of the Director of Human Resources and Benefits Manager.
Principle Duties and Responsibilities:
  • Assist in the administration of benefit programs including medical, dental, vision, life, disability, flexible spending accounts, transit and wellness programs. 
  • Handle day-to-day benefit functions including:  responding to employee benefit questions/concerns, serving as a liaison between employees and benefit providers, coordinating eligibility/enrollment/termination for benefit plans, allocation and payment of monthly insurance plan premiums.
  • Maintain required benefits data and compliance with COBRA and ERISA and other regulatory rules and regulations.
  • Prepare and maintain accurate employee HRIS data and employee benefit files.
  • Process new employee enrollment, life event changes and terminations, including updates to all vendors and HRIS systems.
  • Reconcile and process monthly benefit insurance plan premium bills on a timely basis, this includes periodic audits of benefit records to ensure accurate enrollment and billing.
  • Manage employee benefit terminations including exit paperwork and COBRA notifications.
  • Conduct new hire benefits orientation.
  • Assist the Benefits Manager with the annual open enrollment process, including creation of materials, updates to HRIS system, answering employee questions, participating in renewal negotiation meetings, processing all changes made in the HRIS system and reporting to all vendors.
  • Coordinate benefit deductions with the Payroll Department, ensuring accuracy of deductions.
  • Assist in the preparation of regulatory reporting including 5500's and ACA 1094 and 1095 reporting.
  • Create and maintain Benefit documents and materials for employee distribution.
  • Process and maintain all status reports and pay changes, both on databases and employee files.
  • Run reports related to compiling census data for annual renewals and surveys.
  • Assist in the preparation, with legal consultation, benefit documentation such as original and amended plan texts, benefit agreements and insurance policies.
  • Maintain the Benefits and Wellness Intranet pages.
  • Assist in the administration of the Wellness program including arranging programs, wellness seminars, annual health screenings, annual flu shots, CPR training and other wellness related events.
  • Administer various employee transit reimbursement programs such as Metra, CTA and Bike Riding.
  • Handle special projects as assigned. 
Human Resources:
  • Responsible for ordering gifts to employees, responding to verification of employment requests, and updating the internal portal.
  • Respond to basic employee questions regarding Human Resources policies and procedures.
  • Assist the HR Coordinator in planning firm events, including the 20 Year Club lunch, holiday party and staff appreciation day.
  • Process check requests and expense reports.
  • File preparation and maintenance of a variety of Firm files including all employee personnel files.
  • Assist the HR Coordinator with coordinating logistics for staff training.
  • Reserve conference rooms and order food for HR meetings as needed.
  • Update and maintain HRIS system (ADP), applicant tracking system (viRecruit) and employee performance system (viEval).
  • Assist the HR Coordinator with the on-boarding and off-boarding process.
  • Prepare correspondence including reports, forms, letters, memoranda, and other documents including drafting standard correspondence.
  • Perform mail merges; process and organize information for large mailings and prepare for distribution.
  • Assist in the administration of the Evaluation Process for Paralegals, Staff and Directors.
  • Assist the HR Coordinator in maintaining the Job Description binder and work with Directors/Managers to ensure accuracy of each job description.
  • Perform other duties as assigned by the Director of Human Resources.
  • Bachelor's degree
  • 1 - 2 years of experience as a HR / Benefits Assistant or similar role
  • Knowledge of state and federal regulations impacting employee benefit programs preferred
  • Strong oral and written communication skills
  • Strong organizational skills
  • Detail oriented, customer service focused
  • Experience with office computer systems and applications that related to human resources (HRIS system, payroll system, intranet software) and Microsoft Office applications