Benefits Coordinator/Analyst

CITY OF WESTFIELD PERSONNEL DEPARTMENT

BENEFITS COORDINATOR/ANALYST

PERSONAL SERVICES AGREEMENT

GENERAL STATEMENT OF DUTIES AND RESPONSIBILITIES:

This administrative position is responsible for assisting with the oversight of employment practices and the general management of employee benefits. This position is more narrowly responsible for assisting employees with enrolling in and understanding benefits, maintaining employee databases, reconciliation of all insurance billings and maintaining employee files. This position requires strong skill in dealing with people and data in an objective manner, understanding their problems but possessing the ability to remain impartial. Incumbents must have a strong analytical background in benefits and knowledge of employment laws.

SUPERVISION:

Works under the direction of the Assistant Personnel Director and/or Personnel Director. May direct work of others as required by Personnel Director.

RESPONSIBILITIES:

• Coordinates and processes benefits administration, which includes, but is not limited to, retirement health/life benefits, health and dental insurance, deferred compensation and OBRA, flexible spending, life insurance and voluntary benefits.
• Implements new benefit programs; arranges and conducts employee/retiree information presentations and all open enrollments for the following: City employees, Westfield Gas & Electric employees, Westfield Athenaeum employees and City of Westfield retirees.
• Inputs benefit data into the City’s database in a timely manner and reviews payroll for accuracy, initiating any required changes and assists in ensuring proper pay deductions are made for corresponding employee benefits.
• Develops and maintains strong working relationships with benefit and insurance carriers/consultants. Assists employees and retirees in the resolution of insurance claims as needed.
• Responsible for reconciliation of all invoices pertaining to employee benefits. Prepares schedules and assures submittal of invoices for accurate and timely payments.
• Serves as a liaison between brokers/consultants/vendors handling renewals of existing benefits and new benefits.
• Meets with new employees to explain and coordinate entitlement to and selection of fringe benefit plans; prepares enrollment forms and inputs in vendor portals or otherwise assures proper enrollment for such benefits; coordinates activities regarding employee fringe benefits with appropriate offices.
• Responds to questions and provides assistance and related information to departments, employees, potential candidates and retirees regarding City benefit programs; coordinates with Westfield Contributory Retirement system as necessary.
• Responsible for notifications, tracking, posting and depositing all benefit related payments received for COBRA/direct pay participants.
• Generates any necessary reports to the Director and any other department, or non-municipal agency, as required, including ACA maintenance and annual filing. Analyzes data and statistical information regarding personnel information, e.g. applicants, benefits, insurances, compensation, etc.
• Administers the FMLA process including advising employees, sending correspondence/forms, receiving employee documentation, notification to appropriate departments, calculating leave balances and coordinating benefits throughout the leave. Maintains related records.
• Coordinates Health Plan Trust, Insurance Advisory Committee, Health and Wellness Committee, and Deferred Compensation meetings in conjunction with Open Meeting Law Regulations. Also acts as a liaison for all groups.
• Acts as Health Plan Trustee, participating in board meetings as required and set forth in the Health Insurance Trust Agreement. Assists in guiding the Administration when making decisions on all aspects of the City’s Health Plans.
• Assists in other personnel matters assuring accuracy, compliance and confidentiality.
• Performs any other related duties as assigned by the Personnel Director.

EDUCATION AND EXPERIENCE:

Associates degree in public administration, benefits administration, human resources management, or other related field with no less than three years of responsible related work experience or bachelor’s degree in such a field of study with some related work experience. A combination of education and experience which provides requisite knowledge, skills and abilities to perform the essential functions of the job will be considered.

ADDITIONAL REQUIREMENTS:

Strong knowledge of benefits administration, including ability to read, interpret and analyze benefit provider contracts regarding self-insured and fully insured health insurances, FSA, HSA, stop loss insurance, and other cafeteria plan benefit contacts.

• Ability to interact in a positive and effective manner with personnel at all levels of authority.
• Ability to maintain strict confidentiality and compliance with all HIPPA requirements.
• Ability to communicate clearly and concisely, both in writing and orally.
• Ability to collect, input, analyze and evaluate complex data, to create and test hypothetical models and to prepare reports and make recommendations; ability to orally defend the results.
• Ability to work with mathematical concepts such as probability and statistical inference; to apply percentages, rations and similar mathematical concepts to practical situations.
• Working knowledge of use of integrated human resource/payroll databases; working knowledge of use of word processing and computer spreadsheet software.
• Working knowledge of applicable laws and current issues pertaining to health insurance, other benefit plans and employment law.
• Ability to operate standard office equipment including personal computers with keyboard in the performance of duties.

PHYSICAL, MOTOR, AND VISUAL SKILLS

Physical Skills

Work is generally conducted within Municipal Building, where Employee is required to report. Ability to travel throughout the office and within the Municipal Building is necessary. Work is largely sedentary in nature, with occasional lifting of up to 25 pounds with some pulling and pushing or reaching above, generally of desk and file drawers. Frequent use of hands to operate keyboards and telephones, and other office equipment.

Motor Skills

The work requires motor skills for activities such as keyboarding, filing, moving objects and using a variety of office equipment.

Visual Skills

Visual demands require routinely reading documents for general understanding and analytical purposes.

The City of Westfield is committed to maintaining a work environment free from discrimination on the basis of race, color, religion, national origin, pregnancy, gender identity, sexual orientation, marital/civil union status, ancestry, place of birth, age, citizenship status, veteran status, political affiliation, genetic information or disability, as defined and required by state and federal laws. Additionally, we prohibit retaliation against individuals who oppose such discrimination and harassment or who participate in an equal opportunity investigation.

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