Benefits Administrator

Human Resources Administrative Assistant

This position functions under the general guidance of the Director of Human Resources and Risk Management. This is responsible and specialized administrative work involving employee insurance, retirement, compliance and other benefit programs. Strong communication, attention to detail, positive attitude, and a desire to help others are essential for success in this role. Under limited supervision, performs complex clerical duties and administrative work following established procedures in the following areas: group life and health insurance, retirement benefit plans, flexible benefits, short-term disability, FMLA, insurance contracts, employee communication and records maintenance.

Essential Duties

• Administers self-funded group medical, dental, vision, life, disability and other insurance plans.
• Explain to team members the benefits available and assist them in completing necessary election forms.
• Manage the design and development of tools to assist team members in understanding and final benefits selection.
• Direct preparation and distribution of written and verbal information to inform team members of benefits in an accurate, comprehensive and clear manner.
• Administers retirement plan for team members, including general employees, fire, police, senior management, etc.
• Counsel team members preparing for retirement. Assists in the completion of forms, obtaining documents necessary for retirement, and calculating estimates of benefits for both service and disability retirements.
• Coordinates with insurance companies regarding claims and resolves administrative problems with carrier representatives and flexible benefits administrators.
• Add and delete new members, including changes of dependents and beneficiaries.
• Coordinates benefits with COBRA according to federal laws.
• Prepares various Human Resources and Payroll report requests (internal and external), both ongoing and ad-hoc.
• Prepares analysis of benefit data for use in higher-level decision-making.
• Conducts new team member orientation programs including benefit package.
• Arranges and presents team member informational presentations and annual open enrollment meetings.
• Verifies the calculations of the monthly premiums statements for all group insurance policies and maintains statistical data relative to premiums, claims and costs. Compiles, categorizes, calculates, audits, or verifies information or data.
• Prepares deduction/contribution reports for payroll.
• Processes and maintains records of insurance premium payments from retirees and other agencies, including preparing deposits.
• Works closely with the leaders regarding maintenance of existing programs and implementing new benefit programs.
• Leads wellness initiatives and other health insurance programs.
• Ensure compliance with ACA and HIPAA, establishing and maintaining fiduciary files, along with overseeing self-insured testing.
• Calculate data for Form 720 ACA and send out annual ACA, HIPAA and Medicare Part D notices and required positioning of such.
• Administers the Family Medical Leave Policy.
• Performs duties relating to the General Employee Pension Fund (GEPF) and the employer-sponsored retirement plan. Assists with completion of forms, explains the retirement benefit program, processes retirement applications and other retirement-related paperwork.
• Maintains and records eligibility information for the City's Health Savings Plan
• Authors communication documents including flyers and letters to team members and retirees.
• Performs general administrative tasks.
• Assists other members of the Human Resources Team.
• Performs other duties as assigned.

Knowledge, Skills and Abilities

• Knowledge of the administration of insurance, retirement and other benefit programs.
• Knowledge of modern office practices and procedures and of business English and math.
• Strong skills in communicating both orally and in writing in a clear, concise, friendly and effective manner.
• Excellent customer service skills including ability to communicate in a positive and team focused manner at all times.
• Excellent accuracy and mathematical skills.
• Strong professional countenance and demeanor with team members.
• Ability to present to small/medium-sized groups in an impromptu and planned manner.
• Strong Microsoft skills, including Word, Excel, PowerPoint and Outlook.
• Ability to learn third-party software in an independent manner.
• Knowledge and skills relating to the Affordable Care Act.
• Ability to understand the responsibilities and nature of confidentiality.
• Ability to work in a fast-paced environment.
• Ability to establish and maintain effective, cooperative, professional, and team-focused working relationships and communication with team members, leadership and the general public.
• Excellent communication skills, including email, telephonic, in-person and online options.
• Ability to work with team members, retirees, medical personnel and insurance company personnel.
• Ability to keep records and reference files, to assemble and organize data and to prepare composite reports and presentations.
• Ability to define problems, collect data, establish facts and draw valid conclusions.
• Ability to exercise independent judgment and make decisions in accordance with laws, policies, procedures and best practices.

Minimum Qualifications

• Graduation from high school or possession of an acceptable equivalent diploma.
• Associates or Bachelor's Degree preferred.
• Five (5) years of Human Resources experience with at least one (1) year in the administration of insurance, retirement and benefit programs.
• Valid driver's license.

A comparable amount of training and/or experience may be substituted for the minimum qualifications.

Physical Demands

Summary:

Occasionally - Lift/Carry: 25+ lbs., Push/Pull: 25+ lbs., Climb, Crawl

Frequently - Lift/Carry: 10-25 lbs., Push/Pull: 10-25 lbs., Twist/Turn, Reach Above Shoulder, Reach Outward

Constantly - Handling/Fine Motor Skills, Stand, Sit, Walk, Drive.