This position owns Mosaic’s health and welfare benefits and 401(k) plan end to end in collaboration with the Head of Human Resources, including strategy and vendor management, enrollment, administration, audits, and compliance. Programs include self-funded medical and prescription drug coverage with stop-loss; dental; vision; basic and supplemental life and AD&D; short- and long-term disability; HSA and health and dependent care FSAs; the employee assistance program; voluntary benefits; COBRA; and the 401(k) retirement plan. The role owns the annual renewal and open enrollment for the March 1 plan year and serves on the 401(k) plan committee. The role performs day-to-day benefits and 401(k) administration hands-on, from enrollments and eligibility changes through invoice reconciliation, COBRA, and vendor issues. The role partners closely with Payroll, Employee Relations, and Onboarding to support a high-volume, multi-state workforce. This position will adapt as needed to support the company’s growth and organizational effectiveness.
Essential Job Functions:
Plan Strategy and Renewal
Leads the annual renewal and open enrollment cycle with the broker, TPA, stop-loss carrier, and other vendors, including data requests, plan design modeling, leadership recommendations, team member communications, and system setup.
Monitors self-funded plan performance monthly, including claims against expected, large-claim and stop-loss activity, fixed costs, and funding levels, and reports trends and recommendations to HR and Finance leadership.
Evaluates plan design, contribution strategy, and vendors for cost, competitiveness, and fit with Mosaic’s clinical workforce.
Administration and Eligibility
Owns benefits setup, eligibility rules, and carrier and TPA file feeds in Paycom, including regular audits and reconciliation.
Oversees enrollments, qualifying life events, COBRA administration, monthly invoice reconciliation, and ACA measurement for variable-hour team members.
Partners with Payroll on deductions, arrears, and retro adjustments; with Employee Relations on benefits continuation during leave and STD/LTD claims; and with Onboarding on new hire enrollment.
Compliance
Ensures plan compliance with ERISA, ACA (including 1094-C/1095-C reporting), COBRA, HIPAA privacy and security, MHPAEA, Section 125, the No Surprises Act and CAA reporting, and North Carolina and Virginia requirements.
Maintains plan documents, SPDs, SBCs, required notices, and the Form 5500 filing process in coordination with the broker and TPA.
401(k) Retirement Plan
Owns day-to-day 401(k) administration with the recordkeeper, TPA, and Payroll, including eligibility, enrollment and auto-enrollment, deferral changes, employer match, loans, distributions, and timely remittance of contributions.
Serves as a member of the 401(k) plan committee; prepares committee materials, supports the fiduciary review of investments and fees with the plan advisor, and maintains minutes and records.
Manages the annual 401(k) compliance cycle performed by the TPA and plan auditor, including nondiscrimination and top-heavy testing, the independent plan audit, and Form 5500 filing; provides accurate census and payroll data, reviews results, ensures deadlines are met, and coordinates any corrective actions such as refunds or employer contributions.
Ensures required participant notices, fee disclosures, and plan document amendments are issued on time in coordination with the TPA and recordkeeper.
Audits payroll deferral and match data against recordkeeper records each pay cycle and coordinates any corrections with the TPA under IRS and DOL correction programs.
Hands-On Administration and Team Member Experience
Performs day-to-day benefits and 401(k) administration, including enrollments, eligibility changes, invoice reconciliation, COBRA, and vendor issues.
Answers team member benefits and 401(k) questions and resolves escalated issues with carriers and vendors.
Manages benefits and 401(k) projects end to end, such as vendor implementations and Paycom configuration changes, and documents procedures so that the work does not depend on one person.
Develops clear benefits communications and self-service enrollment, and resolves claims and eligibility issues promptly.
Tracks and reports benefits metrics, including participation, cost per team member, eligibility error rate, and time to resolve team member issues.
General Responsibilities
Ensures predictable, reliable, and prompt attendance.
Ability to work on site and off site, and to travel and drive to needed locations as needed.
Ability to work in a fast-paced, demanding environment while managing high volume of deliverables which may often times create conflicting deadlines.
Other duties as assigned.
Education/Experience Requirements:
Bachelor's degree (BA/BS) from four-year college or university required, or an equivalent combination of education and experience.
Minimum of 5 years of benefits administration experience, including at least 3 years managing or co-managing a self-funded medical plan and leading at least one full renewal and open enrollment cycle.
Experience administering a 401(k) plan, including enrollment and managing TPA-performed nondiscrimination testing and plan audits.
Working knowledge of ERISA (including fiduciary responsibilities), ACA, COBRA, and HIPAA compliance.
Advanced Excel and analytical skills, including claims reporting and renewal cost modeling.
Experience with an HRIS benefits module and carrier file feeds; Paycom experience preferred.
Experience leading projects and managing vendors and cross-functional partners.
Preferred: CEBS, CBP, or SHRM-CP/SCP certification; healthcare, behavioral health, or high-volume hourly workforce experience; NC and VA benefits experience.