What are the responsibilities and job description for the Benefits Manager position at City of Portsmouth?
General Statement of the Job & Essential Functions
GENERAL STATEMENT OF JOB
Under limited supervision, this position is responsible for benefit administration to include the management of employee and retiree group insurance plans consisting of medical, dental, vision, life, short-term disability, deferred compensation, flexible spending accounts, COBRA and wellness programs. Reports to the Director of Human Resource Management.
ESSENTIAL JOB FUNCTIONS
Oversees and assists with the daily administration of employee and retiree benefit programs which include, but are not limited to, medical, dental and vision group insurances, life insurance, short-term disability, flexible spending accounts, COBRA, and wellness programs.
Coordinates the citywide benefit open enrollment to include the design and preparation of benefits materials and literature and organizing, maintaining and updating benefit records; conducts or participates in employee and retiree workshops; and presents benefits information and explains benefit policies and procedures to new employees during orientation.
Serves as a liaison between employees and vendors; coordinates transfer of data to providers for services, premiums and plan administration; investigates, and analyzes and resolves a wide range of benefits issues.
Provides oversight for transactions related to the Virginia Retirement System (VRS) for Human Resource Management and ensures that participant accounts are accurate. Computes retirement benefits and completes line of duty claim forms reviewed by the State; verifies and updates employee records through City systems and third- party database systems; maintains benefits information for employee and retiree files.
Reconciles insurance and benefit invoices; monitors account transactions for accuracy and validity; maintains record keeping system to track billing, to include additions, deletions, and direct pay of COBRA participants. Assists with developing new systems as needed; prepares and reviews benefit statements; and assists with benefits newsletter.
Prepares and executes benefit documentation such as original and amended plan documents, benefit agreements and insurance policies; instructs insurance carriers, trustees, and other administrative agencies outside the company to effect changes in benefit program and ensures prompt and accurate compliance.
Facilitates FMLA for the City to include reviewing completed Certification of Healthcare Provider forms, obtains clarification of information as necessary, and ensures designations are communicated to employees and departments.
Researches new and pending state and federal benefit regulations; monitors legislation affecting benefit administration. Initiates medical and option forms and or affidavits; arranges for their completion and timely submission; implements new benefit programs; coordinates and conducts employee information presentations and enrollments.
Performs other related work as required. Individual assignments will be determined by supervisor based on current workload and department needs.
Knowledge, Skills & Abilities
Quality of Work: Maintains high standards of accuracy in exercising duties and responsibilities. Exercises immediate remedial action to correct any quality deficiencies that occur in areas of responsibility. Maintains high quality communication and interacts within department and division, and with co- workers and the general public.
Quantity of Work: Maintains effective and efficient output of all duties and responsibilities as described under "Specific Duties and Responsibilities."
Dependability: Assumes responsibility for doing assigned work and meeting deadlines. Completes assigned work on or before deadlines in accordance with directives, administrative policies, standards and prescribed procedures. Accepts accountability for meeting assigned responsibilities in the technical, human and conceptual areas.
Attendance: Attends work regularly and adheres to City policies and procedures regarding absences and tardiness. Provides adequate notice to higher management with respect to vacation time and time-off requests.
Initiative and Enthusiasm: Maintains an enthusiastic, self-reliant and self-starting approach to meet job responsibilities and accountabilities. Strives to anticipate work to be done and initiates proper and acceptable direction for completion of work with a minimum of supervision and instruction.
Judgment: Exercises analytical judgment in areas of responsibility. Identifies problems or situations as they occur and specifies decision objectives. Identifies or assists in identifying alternative solutions to problems or situations. Implements decisions in accordance with prescribed and effective policies and procedures and with a minimum of errors. Seeks expert or experienced advice and researches problems, situations and alternatives before exercising judgment.
Cooperation: Accepts supervisory instruction and direction and strives to meet the goals and objectives of it. Questions such instruction and direction when clarification of results or consequences are justified, i.e., poor communications, variance with City policy or procedures, etc. Offers suggestions and recommendations to encourage and improve cooperation between all staff persons within the department.
Relationships with Others: Shares knowledge with supervisors and staff for mutual and departmental benefit. Contributes to maintaining high morale among all department employees. Develops and maintains cooperative and courteous relationships with department employees, staffers and managers in other departments, representatives from organizations, and the general public so as to maintain good will toward the department and project a good departmental image. Tactfully and effectively handles requests, suggestions and complaints from other departments and persons in order to maintain good will within the City. Interacts effectively with fellow employees, Director of Human Resource Management, City Manager and the general public.
Coordination of Work: Plans and organizes daily work routine. Establishes priorities for the completion of work in accordance with sound time-management methodology. Avoids duplication of effort. Estimates expected time of completion of elements of work and establish a personal schedule accordingly. Attends meetings, planning sessions and discussions on time. Implements work activity in accordance with priorities and estimated schedules. Maintains a calendar for meetings, deadlines and events.
Safety and Housekeeping: Adheres to all safety and housekeeping standards established by the City and various regulatory agencies. Sees that the standards are not violated. Maintains a clean and orderly workplace.
Planning: Plans, directs and uses information effectively in order to enhance activities and production of the department. Knows and understands the expectations of the City regarding the activities of the division and works to see that these expectations are met. Designs and formulates ways, means and timing to achieve the goals and objectives of the department and the division. Within the constraints of City policy, formulates the appropriate strategy and tactics for achieving departmental and City objectives.
Organizing: Organizes work and that of subordinate staff well. Ensures that staff members know what results are expected of them and that they are regularly and appropriately informed of all Town and department matters affecting them and/or of concern to them.
Staffing: Works with other City officials and management to select and recommend employment of personnel for the department and City who are qualified both technically and philosophically to meet the needs of the department and the City. Personally directs the development and training of division personnel in order to ensure that they are properly inducted, oriented and trained.
Leading: Provides a work environment that encourages clear and open communications. Have a clear and comprehensive understanding of the principles of effective leadership and how such principles are to be applied. Provides adequate feedback to staff so that they know whether their performance levels are satisfactory. Commends and rewards employees for outstanding performance yet does not hesitate to take disciplinary action when necessary. Exercises enthusiasm in influencing and guiding others toward the achievement of department goals and objectives.
Controlling: Provides a work environment that is orderly and controlled. Coordinates, audits and controls manpower and financial resources efficiently and effectively. Coordinates, audits and controls the utilization of materials and equipment efficiently and effectively. Has a clear and comprehensive understanding of City standards, methods and procedures.
Delegating: Assigns additional duties to staff as necessary and/or appropriate in order to meet department goals, enhance staff abilities, build confidence on the job and assist staff members in personal growth. Has confidence in staff to meet new or additional expectations.
Decision-Making: Uses discretion and judgment in developing and implementing courses of action affecting the department. When a particular policy, procedure or strategy does not appear to be achieving the desired result, moves decisively and definitively to develop and implement alternatives.
Creativity: Regularly seeks new and improved methodologies, policies and procedures for enhancing the effectiveness of the department. Employs imagination and creativity in the application of duties and responsibilities. Is not adverse to change.
Human Relations: Strives to develop and maintain good rapport with all staff members. Listens to and considers suggestions and complaints and responds appropriately. Maintains the respect and loyalty of staff.
Policy Implementation: Has a clear and comprehensive understanding of City policies regarding the department and City function. Adheres to those policies in the discharge of duties and responsibilities and ensures the same from subordinate staff.
Policy Formulation: Keeps abreast of changes in operating philosophies and policies of the City and continually reviews division policies in order to ensure that any changes in City philosophy or practice are appropriately incorporated. Also understands the relationship between operating policies and practices and department morale and performance. Works to see that established policies enhance it.
Education, Experience & Special Requirements
Requires a Bachelor’s Degree in Business, Public Administration, Human Resources or a closely related field and 5-7 years of benefit and retirement experience with 2-3 years of supervisory experience, or an equivalent combination of education and experience.
SPECIAL REQUIREMENTS
An acceptable general background check to include a local and state criminal history check and a valid driver’s license with an acceptable driving record.
Certified Employee Benefit Specialist (CEBS) designation is preferred.
Physical Demands
Physical Requirements: Must be physically able to operate a variety of machinery and equipment including a word processor, copier, calculator etc. Must be able to exert up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. Physical demand requirements are those for Sedentary Work.
Interpersonal Communication: Requires the ability of speaking and/or signaling people to convey or exchange information. Includes giving instructions, assignments or directions to subordinates or assistants; and receiving instructions, assignments or directions from superiors.
Intelligence: Requires the ability to apply principles of logical or scientific thinking to a wide range of intellectual and practical problems; to deal with nonverbal symbolism in its most difficult phases; to deal with a variety of abstract and concrete variables; to comprehend the most abstruse classes of concepts.
Verbal Aptitude: Requires the ability to record and deliver information, to explain procedures, to follow oral and written instructions. Must be able to communicate effectively and efficiently in standard college-level English.
Numerical Aptitude: Requires the ability to utilize mathematical formulas; to add and subtract; multiply and divide; utilize decimals and percentages; interpret graphs and compute percentages and ratios, etc. and apply the theories of descriptive statistics.
Motor Coordination: Requires the ability coordinate hands and eyes rapidly and accurately in using office equipment and various hand tools.
Manual Dexterity: Requires the ability to handle a variety of items such as office equipment and hand tools. Must have minimal levels of eye/hand/foot coordination.
Color Discrimination: Does not require the ability to differentiate between colors and shades of color.
Interpersonal Temperament: Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under stress and when confronted with emergency situations.
AMERICANS WITH DISABILITIES ACT (ADA) REQUIREMENTS
The City of Portsmouth is an Equal Opportunity Employer. ADA requires the City to provide reasonable
This is a class description and not an individual position description. A class specification defines the general character and scope of duties and responsibilities of all positions in a job classification, but is not intended to describe and does not necessarily list the essential job functions for a given position in a classification.
