What are the responsibilities and job description for the Assistant Plan Manager (Troy, MI) position at BeneSys, Inc.?
Assistant Plan Manager (Troy, MI)
Summary - In collaboration with Plan Management and department staff, responsible for assisting the Plan Manager in administration and client relationship management of various employee benefit plans. Full time. Serves as a face of BeneSys at the client level.
Essential Duties and Responsibilities include but not limited to
Exercise discretion and confidentiality in all matters relating to administration of employee benefit plans, including Fund financial and investment information, Trustee concerns and participant appeals.
Board of Trustees Meetings
Responsibilities include: (1) Attending quarterly, monthly, and ad hoc Board of Trustees meetings; (2) Request, organize and combine reports and other documents into both an agenda and a meeting booklet in collaboration with the Plan Manager and other Admin staff; (3) Reviews and assures quality of the meeting booklet; (4) Facilitate printing and mailing of copies of the meeting booklet to Trustees and Plan Professionals; (5) Ability to write and review minutes and record actions taken at the meeting; (6) Learns and understands reports prepared for Trustees, Consultants, and other vendors, while further developing the capability to compile, deliver, and present said reports; (7) Report to the Board of Trustees of the Funds as assigned by the Plan Manager, including but not limited to: applications for ratification, appeals, payments for ratifications, financials, eligibility issues, etc.; (8) Work directly with departments and Plan Manager to implement direction by the Trustees, and (9) Follows up with Plan Professionals and BeneSys department staff to ensure completion of action items from the post-meeting task list. Attendance at Board meetings may require overnight travel.
Coordinate and collaborate with the Plan Manager to ensure efficient Trust meetings and operations of the Trust Funds. The Assistant Plan Manager aims to develop the knowledge necessary to assist in consulting on all administrative practices to bring added value to the Board of Trustees.
At the direction of the Plan Manager, and independently, review and analyze monthly financial statements, income and expense fluctuations, work hour reports and participant counts.
Contract Management
Responsible for assisting the Plan Manager in monitoring and reporting on service level agreements and overall BeneSys performance.
Works with the Plan Manager to facilitate BeneSys contract renewals, project billing and revenue collection.
Responsible for communications between BeneSys and the client.
Intraorganizational and Interorganizational Communications
Develop and maintain inter-department relationships to ensure that client-specific procedures, in and between Contribution Entry, Vacation, Claims, Member Services, Reciprocity, Eligibility, Pension and Accounting are routinely practiced and enforced.
Respond to coordinators/department questions with regards to Plan benefits, contributions, eligibility, Plan provisions, or ability to research inquiries, in collaboration with the Plan Manager when appropriate, before forwarding to legal counsel or Plan Consultants for interpretation.
Acquire a thorough knowledge of BeneSys and Fund-level operations and apply sound, independent judgment without supervision to: answer questions from vendors, professionals and legal counsel, assist coordinators in resolving participant issues, determine the priority of received requests and materials, and interpret which issues require the involvement of the Plan Manager.
Develops the knowledge to and eventually monitor inter-department compliance with ERISA, legislative, IRS, and Department of Labor requirements at the direction of the Plan Manager.
Analyze, document and assist with system problems and modification. Provide specific direction to Programming regarding benefit changes subsequent to consultation with the Plan Manager.
Day-to-Day Operations
Maintain meeting files, respond to appeals following Trustee decision, work with Fund Legal Counsel, file information in the applicable Administrative Files, routinely work independently, referring to the Plan Manager for direction when appropriate.
Have knowledge of all client vendors - including billing practices, services being performed for each Fund, frequency of presentations to the Board of Trustees.
Approve and ensure processing of all applicable invoices received for the Funds, including monthly or quarterly billings from all service providers, as needed.
Further develop the ability to draft, seek feedback on, revise and coordinate all employer and participant mailings, including but not limited to: rate changes, benefits changes, Summary Material Modifications, Summary Annual Reports, etc., timely. Further develop the understanding of the sources dictating client mailing cycles, to ensure annual compliance with mailer deadlines.
Obtain and utilize claim, eligibility, pension, and financial data to develop the ability to prepare annually (or as requested) benefit studies, recommendations on rate increases, self-pay rates, etc. as needed by the Board of Trustees or the Plan’s Professional staff.
Develop and maintain proficiency in the employee/employer benefits regulatory environment.
Ensure Trust Fund general files are properly maintained.
Communicate application of provisions of Plan/Trust Documents with Amendments, Summary Plan Descriptions and/or the ability to research within these documents to respond to inquiries subsequent to verification of understanding by the Plan Manager.
Handle escalated calls, requests or situations, both internally and externally, including Trustees, participants, vendors and internal departments as needed in the absence of, or at the direction of the Plan Manager. Rely upon sound, independent judgment to answer questions from vendors, professionals and legal counsel, assist coordinators in resolving participant issues, determine the priority of received requests and materials.
Have working knowledge of all administrative systems. Maintain tasks assigned in those systems.
Ensure government compliance items assigned to Plan Management are completed.
Support the Plan Manager in representing the Trust Funds in general audits and investigations by the Internal Revenue Service, the Department of Labor, or other agencies, by reviewing data requests and requesting needed documentation from internal and external stakeholders.
Administer Medicare Part D RDS process as applicable. Maintain, track and report the RDS Medicare Part D applications including filing, reconciliation, weekly notifications, weekly downloads, request payments and report to the Trustees regarding same.
Order payroll audits and maintain payroll audit schedules, coordinate and update reports for audits and surety bonds per Plan policy as applicable.
Assist the Plan Manager on obtaining the data necessary for benefit studies and the renewal data for vendors.
Oversee the maintenance of websites, such as Trustee Website, Participant Website, and Client Website. Includes such items as posting all participant mailings, current plan documents (SPD, amendments), benefit change notices, vendor notifications, FAQ’s and any other relevant information.
Oversee the maintenance of an updated contact list for all clients ensuring that all updates are applied to all appropriate electronic files and databases and communicate changes to all external Plan professionals.
Regular and predictable attendance is an essential function of this job.
Perform other duties as needed.
Qualifications - Organization skills a must.
Education and/or Experience - High school diploma. College diploma preferred with a minimum of 3-5 years multi-employer plan experience. Intermediate knowledge of various computer programs; Microsoft Word, Outlook, and Excel.
Language Skills - Ability to read, analyze and interpret general correspondence. Ability to prepare reports, draft meeting minutes and correspond with Fund vendors, participants and Trustees. Ability to effectively communicate information and understand information presented orally. Candidate must be able to prioritize and respond to inquiries from managers, clients, vendors and participants in a timely, concise, professional manner. Strong public speaking skills.
Reasoning Ability - Ability to interpret and present a variety of instructions furnished in written or oral form. Ability to problem solve and project manage.
Physical Demands - This job can be stressful and demanding at times and the successful candidate must be able to work effectively under those conditions.
Work Schedule – Full time. Monday – Friday, 7:30am - 4:30pm. Requires in-office days but also offers at-home flexibility after 90 days.
Competitive Benefits and Compensation Package
- 12 paid holidays
- Paid Time Off (PTO)
- Pro-rated during first year of employment
- 15 days of PTO provided in the next calendar year!
- 3 days paid bereavement
- Up to 20 days paid jury leave
- Medical, dental, and vision insurance, with option for dependent coverage
- Company-paid basic life, short-term disability, long-term disability, and AD&D insurance
- 401k with employer match
- Tuition reimbursement program
- Career development opportunities
- Referral bonus for all successful full-time referrals
- Annual opportunities for increases
Pay
The salary for this position is $70,000 per year. Actual salary is dependent on skills, experience, education, and other business factors.
Our Culture
BeneSys wants to be a great service provider to the members we serve, and we recognize we can only do that if we are also a great employer with successful employees. In short, our success is driven by our employees’ successes. We want to be a place where people want to work, feel proud of what they do and feel fulfilled both professionally and personally. We want to create a place where employees can find long-term growth and potential.
Our culture focuses on three core values:
- Collaboration: working together across 31 locations to achieve the best for the company and our clients
- Dedication: striving to create an environment where all employees work toward a common goal while committing to providing the best customer service to our members and our colleagues
- Integrity: doing what we say we will do. Upholding strong ethical and moral principles
ADA & EEO
Reasonable accommodations will be made so that qualified individuals with disabilities are able to complete the application process and, if hired, fulfill the essential functions of their job.
Salary : $70,000
