Essential Functions | % of Time | - Manage City Benefit Plans for All Employees and Retirees: Manage, administer, and coordinate all employee benefits including, but not limited to, health, dental, and life insurance programs, disability, medical and dependent daycare spending accounts, retirement plans, and cancer plans. Assume responsibility for all benefits processing and recordkeeping. Ensure all benefit information in NaviLine/Payroll is current and accurate. Verify changes for employee benefits elections processed by the Senior Benefits Analyst to ensure that the payroll deduction changes are recorded, and one-time batches are forwarded to the Payroll Accountant as necessary. Verify the bi-weekly medical and dependent care FSA contributions match FSA vendor. Account for new hires and terminations and assist with retro adjustments for premium notices and benefit calculations. Ensure the Bentek personnel import and payroll export are run prior to payroll to ensure that deduction amounts are updated and corrected (if needed) in the NaviLine/Payroll. Collaborate with Senior Benefits Analyst that once payroll is processed, that he/she has completed payroll audit and corrected any discrepancies. Coordinate with the Office of Management and Budget (OMB) Payroll and Revenue divisions to ensure billing and payroll deductions are accurate. Prepare weekly claims financial report. Assist with conducting periodic record audits. Verify all new hires (except sworn Fire personnel) retirement status by accessing the state’s Public Employee Benefits Authority (PEBA) system. Track and monitor retirees’ benefit changes (retirement, Medicare supplement, etc.). Process employee and retiree insurance cancellations with carriers via Bentek and email, if necessary. In conjunction with the Health Clinic Administrator, Payroll Accountant, and Compensation Manager, coordinate, and process various employee leave programs, including Family Medical Leave (FMLA), Short-Term Disability (STD), Long-Term Disability (LTD), and Military Leave. Calculate and coordinate premium payment options with employees. Work with Payroll Accountant to manage general leave donation requests. Process death claims for active employees and or dependents, and retirees with grandfathered life insurance. Participate in Disability Committee meetings with Chief Human Resources Officer, Health Clinic Administrator, and Risk Manager, providing benefit/retirement information when necessary. Coordinate City’s Annual Service Awards breakfast and luncheon and Retiree Reception Program.
| 30% | - Manage New Hire Benefits Enrollment & Annual Online Open Enrollment Sessions: Manage enrollment schedule and processes for new hire, bi-weekly benefits enrollment. Coordinate annual benefit renewal process with benefit broker consultants. Produce updated benefit guides. Verify accuracy for all insurance coverage changes and benefits elections (new hire, routine/daily, and annual Open Enrollment) in the Bentek and NaviLine/Payroll systems. Confirm that the payroll deductions are accurately recorded and up to date. Provide employee census and other requested data to facilitate renewal process. Review and verify accuracy of plan and contractual documents and coordinate any changes with benefit broker consultants. Ensure all benefit renewal contracts, Summary Plan Documents (SPDs), and Business Associate Agreements are current. Coordinate with Bentek and assigned marketing representatives for each insurance carrier to ensure that plan designs and new regulations are properly set up. Coordinate with Bentek to ensure that changes and rates are updated in their system. Maintain and update premium calculation spreadsheets for all group insurance policies, indicating the bi-weekly premiums for employee and City for each plan, as well as Consolidated Omnibus Budget Reconciliation Act (COBRA) plan rates. In collaboration with the Chief Human Resources Officer and Senior Benefits Analyst, update employee, /retiree, and COBRA annual open enrollment (OE) benefits guides. Plan and implement open enrollment benefit election sessions with City departments. Audit and verify employee OE changes are accurately reflected in NaviLine/Payroll. Track, monitor, and update Pre-65 retirees’ OE benefit changes, and ensure updates are sent to OMB Revenue division with new rates prior to sending monthly list for invoicing. Confirm with Post-65 retiree vendor if any retirees cancelled Medicare supplement during OE. Record any changes on Retirees with Medicare Supplement – Post 65 spreadsheet. Ensure prompt, accurate delivery of file feeds and reports to vendors. Account for new hires and terminations and assist with any retro premium notices benefit calculations. In cooperation with other Human Resources staff, process new employees and work with payroll to ensure all necessary benefit paperwork is properly and accurately processed. Provide employees and retirees with timely and accurate information regarding benefits programs and related changes.
| 20% | - Address Employee Benefit Inquiries/Concerns: Establish trusting and cooperative relationships due to the confidential nature of information. Counsel and assist employees, retirees, dependents, or other individuals regarding insurance plans, forms, costs, procedures, changes, updates, or other issues regarding their benefits. Advocate for employees in dealing with providers. Maintain utmost confidentiality in dealing with employee records and business information. Answer employee calls and walk-ins in a responsive, professional, and timely manner by thoroughly researching and investigating the issues and reporting back the findings to the employee. Investigate employee benefit claim complaints and disputes and recommends corrective action as necessary to resolve issue. Report any critical issues and trends to the Chief Human Resources Officer in a timely manner. Type verification of benefits letters. Receive and make phone calls to outside agencies such as the Department of Social Services, Social Security Administration, Department of Health and Human Services, and Child Support Services on behalf of the employees and/or dependents.
| 15% | - Ensure Compliance with all Applicable Benefit Regulatory Requirements and Policies: Ensure all employee benefits are managed in compliance with applicable regulations and policies. Maintain compliance and regulatory reporting schedules. Ensure employees receive all required compliance notices (i.e., Health Insurance Portability and Accountability Act (HIPAA) privacy policies, COBRA, Affordable Care Act (ACA), etc.) in a timely manner. Oversee and ensure accuracy of ACA tracking and recordkeeping. Prepare and submit annual mandated ACA reporting to employees, COBRA participants, retirees, and Internal Revenue Service. Administer and monitor ACA tracking, recordkeeping, and reporting. Ensure that HIPAA privacy policies are followed. File the annual Medicare report to Central Medicare & Medicaid Services (CMS). Coordinate with the third-party administrator to manage City’s COBRA benefits program. Monitor benefit trends and stay abreast of applicable benefits legislation and recommend related policy and or procedural changes. Research and update benefit-related City policies and related sections of the Employee Handbook.
| 15% | - Supervise Benefit Staff: Supervise the Senior Benefits Analyst by monitoring work for accuracy, quality, and thoroughness. Assign, coordinate, monitor and evaluate work activities/assignments, providing counseling and coaching. Ensure staff is well trained in the application of benefit regulations, policies, and procedures. Participate in or direct the investigation and reporting of employee misconduct, making recommendations for improvement, and recommending disciplinary action as needed. Facilitate the resolution of employee concerns and problems. Prepare annual performance evaluations on schedule.
| 10% | - Process Insurance Provider Invoices: Perform reconciliation and balancing on the billings for group health, life insurances, flexible spending, cancer insurance, and other forms of billing that may fall within the scope of insurance/benefits. Monitor and report on OMB weekly claims financial report. Generate various payroll reports to verify and if necessary, make corrections for premiums collected to ensure accurate payments and compliancy with City policy. In conjunction with Senior Benefits Analyst- receive, review, verify, and pay all claims billings from providers by checking for and correcting discrepancies, annotating the monthly invoice with corrections, and preparing a paperwork for check processing. Research discrepancies by pulling files, checking NaviLine/Payroll and Bentek systems, and/or calling insurance carriers and employees. Verify weekly email requests has been processed to fund STD impress balance to City Comptroller. Mail monthly payments to group term life and whole life insurance vendors.
| 5% | - Perform Benefits-Related Administrative Tasks & Special Projects: Track and report on benefit metrics and accomplishments. Update biweekly benefit report and the quarterly benefits workplan submission. Respond to benefit survey requests received from other cities, counties, and third-party vendors by requested date. Plan and implement annual Retiree Reception Program and annual Service Awards by scheduling event dates with key stakeholders, evaluating and selecting venues, ordering food, maintaining RSVP list, coordinating photo and video presentations as needed, preparing program brochures, award certificates and letters, setting up and tearing down of decorations, audio-visual, and food items, and performing other related duties. Evaluate and streamline benefit processes for greater efficiency in benefit administration.
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