What are the responsibilities and job description for the Benefits Coordinator position at City of Sun Prairie, WI?

Salary : $76,802.81 - $82,271.17 Annually

Location : Sun Prairie, WI

Job Type : Full Time

Job Number : 2025-07

Department : Human Resources

Opening Date : 02 / 14 / 2025

Closing Date : Continuous

Human Resources is seeking a new Benefits Coordinator to join their team. This vacancy is due to a planned retirement after 32 years of service. This position supports the Human Resources Director in managing a wide range of personnel functions, including payroll and benefits administration, and employee education. The employee serves as a key resource, offering guidance and information related to the City's payroll and benefits programs. Works as an advocate for employee in navigating the various insurance programs to their benefit.

This position will remain open until filled
First review of applications will be March 7th. Anticipated start date April 28, 2025.

Essential Job Functions

Administer various employee benefits programs, such as Health, Dental, Vision, Life, Retirement, Income Continuation, Long Term Disability, AFLAC, and HSA and HRA plans.

Coordinate with health plan broker all aspects of the city health plan design and coordinate the Employee Benefit Committee. Conducts annual negotiations for rates and coverage. Recommends plan design changes to remain within the city's expenses and provides comprehensive employee coverage.

Manage all records and reporting for the Wisconsin Retirement System.

Manage the city's employee payroll system, to include setup of pay, deductions, accruals, benefit enrollment, employee self-service portal, Onboard, and encumbrances.

Conducts new employee orientations including policy review and insurance enrollments. Processes required State and Federal employee reporting (e.g., E-verify, New Hire reporting).

Conduct benefit orientations for employees and retirees, answering questions and resolving problems as needed. Reconcile the monthly premium billing statements for all group insurance policies and maintains statistical data relative to premiums, claims and costs. Resolve administrative problems with the carrier representatives.

Employee Wellness Clinic coordination, marketing, and program evaluation - regular meetings held with Sun Prairie Area School District and Insurance Consultant (USI).

Prepares and assists in the preparation of benefit and tax related reporting.

Coordinates the administration of the city's Section 125 Cafeteria Plan and Flexible Spending Accounts. Administers the city's Health Reimbursement Accounts and Health Savings Accounts. Audits external accounts where appropriate.

Conducts exit interviews including calculation of final pay and administers COBRA program.

Administers the City's life insurance programs, long-term disability, and income continuation programs, answering questions and resolving problems as needed.

Oversees administration of Family Medical Leave requests and recording of time used and initiates follow up / notifications where appropriate.

Performs periodic audits of benefit providers to ensure compliance to plan documents and appropriate laws.

Manages a communication plan designed to help employees obtain information and understand city benefits. Ensures distribution of required employee notices.

Advise supervisors and employees on interpretation of city policy, bargaining unit contracts, and benefit programs. Refers matters to the HR Director as appropriate.

Requirements of Work

Bachelor's degree in Human Resources, Public or Business Administration or related field, and between four to six years of experience administering employee benefits; or an equivalent combination of education and experience.

Preference for advanced training and / or certifications which may include : Certified Public Manager, SHRM-CP, NPELRA CLRP, Certified Payroll Professional or Specialist, or Payroll Compliance Practitioner.

Knowledge of :

Advanced experience in Microsoft Office Suite including an advanced knowledge of word processing, spreadsheets, and databases.

Knowledge of federal, state, and local labor laws, health insurance, COBRA, and payroll regulations, typically gained through at least three years of experience in payroll, accounting, or bookkeeping, ideally within a municipal government environment.

Ability to :

Stay abreast of changes through continued training.

Conduct research of employment and benefit issues as required.

Work accurately with figures and meet imposed deadlines.

Relate to and deal tactfully with the wide variety of city employees and persons outside the organization as needed.

Use high-level of discretion with little direct guidance from supervisors.

Develop goals and monitor programs that impact the city's financial position, employee satisfaction / engagement, or public relations.

Work independently on a variety of projects in a busy office environment.

Have a significant role or primary responsibility for the development of policies and procedures for a division or organizational component of a department, as well as the interpretation, execution, and recommendation of changes to department policies.

Skill in :

Communicating clearly and concisely both orally and in writing.

Managing relationships, influencing others, and initiating changes in policy / procedures to address the issue and avoid issues in the future.

Other Job Functions

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

Work is performed mostly in an office setting; hand-eye coordination is necessary to operate computers and various pieces of office equipment. Specific vision abilities required by this job include close vision and the ability to adjust focus.

While performing the duties of this job, the employee frequently is required to stand and talk or hear; use hands and fingers to handle, feel, or operate objects, tools, or controls and reach with hands and arms.

The employee is occasionally required to walk; sit; climb or balance; stoop, kneel, or crouch.

The City of Sun Prairie is committed to advancing equity, honoring our diverse identity, and creating an inclusive culture. These serve as our guiding principles every day in all that we do. Keep us accountable to this mission and join us in this commitment to a thriving Sun Prairie, as you live, work, and play. If you need an accommodation during the hiring process, please contact Human Resources at 608-825-1174 or

Learn more about our Benefits by visiting our website :

HEALTH INSURANCE

The City provides 100% premium payment for single or family coverage through Group Health Cooperative Select HMO plan or PPO Plan for those living outside the coverage area. Coverage begins the 1st of the month following date of hire. (i.e.; DOH=January 2nd, coverage begins February 1st)

ACCESS TO OUR EMPLOYEE WELLNESS CLINIC - myspwellnessclinic.org

DENTAL INSURANCE

Delta Dental The City provides 100% premium payment for single or family coverage. Coverage begins the 1st of the month following date of hire

LIFE INSURANCE

State Life Fund- Securian Life The City provides 100% premium payment for basic coverage (1 times annual salary)The employee has the ability to purchase at their expense supplemental coverage, additional coverage (up to 3 units),and spouse / dependent coverage. Eligibility begins 1st of month, following 30 days of employment. (ie; DOH Feb 1st, April 1st coverage begins).

Boston Mutual Whole Life Insurance - AFLAC Insurance

The employee has the ability to purchase at their expense

INCOME CONTINUATION INS - State Fund This benefit provides up to 75% of your average earnings if you become disabled. The City provides coverage up to $120,000 at the 180-day elimination period. Employees can buy down to a shorter elimination period at their expense. Eligibility begins the 1st of the following month.

VISION INSURANCE

Available for the employee to purchase at their own expense. Coverage begins the 1st of the month following date of hire.

RETIREMENT

Wisconsin Retirement System which requires a matching 6.95% employee contribution.

Deferred Comp, Traditional or Roth IRA The employee can participate in a 457 Deferred Comp Plan, IRA Traditional or Roth IRA, if they choose.

SICK LEAVE

Accumulation of one day per month. At retirement ability to convert sick balance up to 120 days into a Health Reimbursement Account (HRA).

PAID PARENTAL LEAVE

Employees who meet the eligibility criteria and have a qualifying event, shall receive 240 hours of paid parental leave and 80 hours of paid caregiver leave (prorated for part time). Both run concurrent with Family Medical Leave.

VACATION

Vacation is earned on your anniversary.

Upon Start Date - 15 days vacation

Completion of 5 years - 20 days vacation

Completion of 10 years - 25 days vacation

Completion of 15 years - 30 days vacation

HOLIDAYS

The following Holidays are observed :

Dr. Martin Luther King Jr. Birthday

Memorial Day,

Fourth of July Labor Day,

Thanksgiving Day the day after Thanksgiving Day,

Christmas Eve Day Christmas Day,

New Years Eve Day New Years Day.

Two Personal Days are given at the beginning of each year (prorated if hired after July 1 and not available if hired after October 1).

Briefly describe your experience administering employee benefit programs, including health, dental, vision, life, and retirement plans. Include number of years and employees. Briefly describe your role in negotiating rates, monitoring utilization, plan design, open enrollment, and employee education.

Please describe your experience managing payroll systems, provide the name of software and describe experience setting up pay codes, deductions, and time off accruals. Explain work involving interpretation of IRS regulations and general understanding of taxable benefits.

Briefly describe your experience with federal and state reporting requirements, such as E-Verify, New Hire reporting, and the Wisconsin Retirement System?

How do you ensure accuracy of your work? How do you track outstanding tasks?

Required Question

Salary : $76,803 - $82,271

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