Benefits Coordinator

Under administrative direction of the Benefits Payroll Safety & Risk Manager consults with and advises employees on the eligibility of benefits. Assists in the procurement of benefit providers; maintains benefit records and related documents necessary for implementing benefit coverage; and assists in the preparation of employee benefit books and other employee benefit communications.

Essential functions are the basic job duties that an employee must be able to perform, with or without reasonable accommodation. The list of essential functions, as outlined herein, is intended to be representative of the tasks performed within this classification.   The omission of a function does not preclude management from assigning essential duties not listed herein if such duties relate to the position. In addition, specifications are intended to outline the minimum qualifications necessary for entry into the class and may not necessarily convey the qualifications of incumbents within the position.

• Provides an overview of City benefits and ensures forms are completed appropriately and forwarded to payroll staff for processing in the payroll system. Ensures proper documentation is provided to verify proof of relationship when adding dependents to benefits plan.
• Provides employees with information regarding City benefits, ensuring completion of required paperwork; responds to employee questions regarding benefits.
• Acts as liaison between employees and benefit providers to research claim inquiries.
• Reviews the development of open enrollment materials.
• Develops and manages the City’s Employee Wellness Program; develops resources, 

conducts research, plans, and coordinates a variety of programs and events in the areas of wellness, to encourage healthy life choices; creates awareness, motivates, and assists employees in adapting and maintaining a well-rounded healthy lifestyle; plans and develops programs to reduce health risks and medical costs while educating and promoting overall wellness.

• Coordinates short-term and long-term disability benefits for eligible employees; completes disability claim forms and other necessary paperwork; coordinates with medical providers for payment of claims.
• Initiates request for PTO donations, manages tracking PTO donations removed from and added to accrual banks as needed.
• Determines amounts owed for voluntary benefits for terminating employees who will only be paid for one pay period in final month and notifies payroll of additional amounts to be withheld on last check.
• Update benefit vendors regarding employee status changes:

• Notify vendors of employee terminations to ensure benefits are not extended beyond eligibility, including Admin America for FSA or Dependent FSA participants.
• Process employee address changes and complete required forms for voluntary benefits through Aflac, Cincinnati Life, and others as applicable.
• Ensure timely updates to Munis payroll deductions when employees add or delete dependents due to birth, marriage, or divorce. Collect and verify necessary documentation to adjust cafeteria plan benefits and complete applicable change forms for Aflac and Cincinnati Life.

• Schedules Pension Board meetings, prepares agenda and meeting materials, notifies participants, and records key decisions, conclusions, and action items.
• Assist with administering City retirement plans (Defined Benefit Pension Plans and Retirement Savings Plans); informs employees of retirement benefits, revisions, and upgrades; coordinates retirement benefits for retiring employees; processes paperwork for benefit payments to retired employees or their beneficiaries.
• Coordinates new employee orientation, prepares, explains, distributes, and gathers necessary documents and forms; makes presentations and provides information regarding policies, programs, leave, and benefits.
• Coordinates all employee leave programs, such as Family and Medical Leave Act (FMLA), military leave, parental leave, etc.; receives, requests, and prepares leave forms, requests, and documentation; verifies accuracy and completeness of information; forwards forms and documentation to third party administrators and payroll staff when applicable; serves as a liaison between employees and third-party administrators; and generates related reports. Notifies department as well as Human Resources of approval/denial of leave.
• Monitors changes and ensures organizational compliance to all federal, state, and local laws for the City’s benefits programs; develops, maintains, and monitors City policies and procedures for assigned programs.
• Communicates benefits to employees and retirees through a variety of methods, such as group presentations, question-and-answer sessions, individual meetings, publications, and electronic media.
• In cooperation with the City’s Insurance Brokers, monitors health care plans, assesses performance, and investigates alternatives for cost containment.
• Serves as the liaison for the benefits division to other departments, and outside agencies.
• Prepares and presents staff reports and other necessary correspondence.
• Prepares and disseminates employee benefits information, including handbooks, newsletters and bulletins, benefits fairs, and written and oral presentations.
• Attends and participates in professional group meetings; stays abreast of new trends and innovations in the fields of benefits.
• Responds to and resolves difficult and sensitive employee inquiries, issues, and complaints.
• Maintains high level of confidentiality in performance of duties.
• Performs other related duties as required or assigned.

Knowledge of:

• Operational characteristics, services, and activities of benefits programs.
• Public agency benefits. City governmental organization, functions, and management.
• Health insurance field including self-funding of such program.
• Benefit contract language.
• Public pension systems and retirement benefits.
• Methods and techniques of benefit costing, municipal financing, and budgeting.
• Current issues and applicable state and federal employment and labor laws and regulations, filing and compliance requirements both adopted and pending affecting employee benefit programs, including ERISA, COBRA, FMLA, ADA, HIPPA, SECTION 125, Medicare, Social Security and DOL requirements.
• Strong analytical skills and a thorough knowledge of plan designs. Ability to understand, evaluate and make judgment on the proposals (RFP’s).
• Basic principles and practices of municipal budget preparation. 
• Business computer applications such as Microsoft 365 Suite and video/call conference.
• Intermediate level: Microsoft 365 and Adobe Acrobat Pro.
• Advanced level: Excel.
• Excellent written and oral speaking skills.

Ability to:

• Coordinate a comprehensive employee benefit program, while balancing the needs of the city, employees, and retirees.
• Participate in the development and administration of division goals, objectives, and procedures.
• Interpret, apply, and explain applicable laws, codes, regulations, policies, and procedures.
• Understand and analyze statistical information.
• Manage and administer a broad range of employee benefit programs, which includes responding to inquiries, counseling employees, and resolving complaints.
• Make complete and accurate analysis, reports, and recommendations, in a variety of benefits, and human resources areas.
• Make independent sound decisions.
• Exercise good judgment and maintain confidentiality in maintaining critical and sensitive information, records, and reports.
• Analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals.
• Communicate clearly and concisely, both orally and in writing.
• Respond effectively to the most sensitive inquiries or complaints.
• Manage multiple projects simultaneously and be sensitive to changing priorities and deadlines.
• Effectively represent the City to outside individuals and agencies to accomplish the goals and objectives of the unit.
• Take initiative, be self-directed and conduct assigned projects to their completion with limited supervision.
• Work independently as well as in a team environment.
• Establish and maintain effective working relationships with those contacted in the course of work.

Combination of education and experience sufficient to successfully perform the essential functions of the job qualifies.

Required:

• Bachelor’s degree from an accredited college or university with major course work in human resources management, business administration, public administration, or a related field.
• Four years of increasingly responsible benefits experience including three years of administrative responsibility.

• Possession and ability to maintain a valid driver’s license.

Preferred:

Physical: Primary functions require sufficient physical ability and mobility to work in an office setting and operate office equipment.  Continuous sitting and upward and downward flexion of neck; fine finger dexterity; light to moderate finger pressure to manipulate keyboard, equipment controls, and office equipment; pinch grasp to manipulate writing utensils.  Frequent side-to-side turning of neck, walking, standing, bending, stooping, pushing/pulling, and twisting at waist; moderate wrist torque to twist equipment knobs and dials; lifting objects weighing up to 20 lbs. from below waist to above shoulders and transporting distances up to 50 yards.  Occasional squatting, kneeling, and reaching above and at shoulder height; moderate grasping to manipulate reference books and manuals; lifting objects weighing 25 lbs. from below waist to above shoulders and transporting distances up to 50 feet.

Vision: See in the normal visual range with or without correction; vision sufficient to read computer screens and printed documents and to operate equipment. 

Hearing: Hear in the normal audio range with or without correction.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This job description does not constitute an employment agreement between the City of Alpharetta and employee and is subject to modifications as the needs and requirements of the position change.

The City of Alpharetta is an Equal Employment Opportunity (EEO) employer.  All applicants receive consideration for employment without regard to race, color, religion, gender (including identity or expression), marital status, sexual orientation, national origin, age, disability or any other protected classification as defined by applicable law (except as limited by Employee Manual & Benefits Handbook or bona fide occupational qualifications).

In compliance with the Drug-Free Workplace Act of 1988, the City of Alpharetta is committed to providing a safe, quality-oriented and productive work environment consistent with the standards of the community in which it serves. Alcohol and drug abuse poses a threat to the health and safety of City’s employees and to the security of the City’s equipment and facilities. For these reasons, the City is committed to the elimination of drug and alcohol use and abuse in the workplace.

Title I of the Americans with Disabilities Act (ADA) protects qualified individuals with disabilities from employment discrimination. Under the ADA, a person has a disability if they have a physical or mental impairment that substantially limits a major life activity. The physical demands described within the job description are representative of those that must be met by an employee to successfully perform the essential functions of this job. In compliance with the ADA, the City of Alpharetta will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

Salary : $65,912 - $105,459