Benefits Specialist

I. Summary of Position

This job description provides information essential to understanding the scope of the position and is not intended to be an exhaustive list of skills, efforts, duties, responsibilities or working conditions associated with the position.

This position provides support in the coordination and administration of employee benefit programs. The position reports to the Benefits Administrator.  The Benefits Specialist performs moderately complex tasks in the areas of health and welfare programs, COBRA Administration, benefit plan invoicing, employee orientation, data management/reporting and leave management.  Benefit Specialist provides superior customer service.  

II. Primary Job Responsibilities

These requirements are representative, but not all-inclusive, of the knowledge, skill, and ability required of the position. Primary job responsibilities constitute approximately 90% of the position’s work. To be successful, individuals must be able to perform each essential responsibility satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions outlined in this position description.

• Benefit Plan Enrollment and Claims Administration:  Builds relationships with customers through effective interactions.  Responds to inquiries in a timely manner; is personable, empathetic and behaviors and action taken reflects organizational service standards and behavioral performance factors.  Researches and responds to all employee benefit enrollment information requests as well as requests for assistance in resolving claim issues; ensures employees understand the benefit plan provisions as they relate to the employee's question or issue. Actively participate in annual open enrollment events including planning, communication, and execution. (20%)

•  Benefit and Discount Program Billing and Maintenance: Reconciles all employee and dependent eligibility through HRIS system reports and vendor/carrier records.  Responsible for the invoicing for welfare plans, voluntary benefit and discount programs; researches and corrects all variances.  Requests checks or ACH payments to ensure timely and accurate payment to vendor on a bi-weekly or monthly basis as contracted with vendor. Collects, reconciles and remits all employee direct payments to vendors. Monitors employee deduction arrears during each pay period. Creates repayment methodology and plan in UltiPro and works with employee to ensure repayment as applicable. (20%)

• COBRA Administration: Ability to coordinate COBRA notifications, billing and reconciliation due to status changes.  Completes changes and prepares employee notifications. Conducts the audit and tracking of COBRA notifications for preparation of the annual IRS excise tax filing. Coordinates COBRA and retiree billing, invoicing and reconciliation. Responsible for daily monitoring of required notices relating to employee change in status. (20%)

• Leave Management:  Contributes to all aspects of the leave management process including but not limited to; the distribution of required leave notices to employees, updates to the employee leave database, timely processing of requests and required eligibility and designation notices.  Provides timely responses to questions from staff and managers to ensure understanding of leave policies.  Coordinates payment from third parties and employee accrued time banks, reimburses accrued time as appropriate, coordinates information sharing with Employee Health Dept. (15%)

• Data Management and Reports: Assists with maintenance of all group plan and discount program recordkeeping including all benefit related correspondence, contracts and computer files, invoicing records, forms, manuals, census files, benefit highlights and intranet information, open enrollment material, etc. Assists with HR information system (HRIS) benefit program administration including vendor interfaces, reporting, qualifying events, open enrollment, etc. (15%)

• Employee Orientation:  Prepares and presents information on all health and welfare programs, voluntary benefits and discount programs at orientation and during open enrollment as needed. (10%)

III. Additional Responsibilities

• Retirement Plan: Coordinates on-site investment advisor schedule and communication to employees.

• Benefit Fair and Vendor Visits:  Assists with coordination of vendors and site set up for monthly and quarterly vendor visits and annual employee benefit fair.

• Assist with HRIS benefit program administration (interfaces, BI reporting, open enrollment, Life events)

IV.  Minimum Qualifications

Education, Training & Experience            

• Associates degree required. Bachelor’s degree preferred.
• Minimum of 2 years experience in benefits or related Human Resources role.
• Certification / Licensure SHRM-CP or PHR preferred.