Employee Benefits Specialist

The Benefits and Wellness Specialist is responsible for benefits and wellness program administration for employees and retirees of the City of Frederick. The position processes and audits benefit enrollments and changes for all employees, retirees, and beneficiaries on all benefit plans: including but not limited to health, dental, vision, life, disability, flexible spending, and all voluntary benefits. The position provides information among employees, retirees, payroll, vendors, and other partners, providing clear and responsive information. This position is responsible for maintaining all employee and retiree benefit records, forms, and documents, and works directly with vendors on billing adjustments as needed. This position serves as the City’s COBRA administrator, supports annual benefit renewal and open enrollment activities, and creates and oversees wellness initiatives that promote employee well-being. This role requires sound judgement, discretion, attention to detail, strong customer service, and the ability to manage confidential information and multiple deadlines with general supervision. ESSENTIAL DUTIES AND RESPONSIBILITIES Administers the City’s health and wellness benefit programs including but not limited to medical, dental, vision, flexible spending, life insurance, COBRA, deferred compensation, Retiree Health Savings, voluntary benefits and wellness initiatives. Creates and maintains a variety of files and uses software systems to ensure accurate recordkeeping to include employee, retiree, and terminated personnel benefit records, and related documents. Processes and audits enrollments, qualifying life event changes, terminations, beneficiary updates, and personal information changes. Coordinates with the Payroll Administrator to ensure all benefits enrollments, terminations, and changes are reflected timely and accurately in the payroll system. Updates and maintains accurate data in benefit vendor systems including benefit enrollment, changes, and terminations. Processes name, address and phone number changes in vendor systems. Verifies and reconciles benefit invoices; monitors the collection of employee/retiree premiums and takes action to correct deficiencies; performs other fiscal actions as needed. Oversees the planning, design, and administration of employee wellness initiatives and programs. Assists with various benefits related projects such as benefits review and Request for Proposal processes. Presents benefit and wellness information during new employee orientation and other employee and retiree meetings. Assists in the management of the benefits renewal process and annual Open Enrollment planning, communication and rollout between Human Resources, employees, and retirees. Plans and executes wellness related events, including the Health and Wellness Expo. Maintains and distributes current benefits brochures and enrollment materials. Interacts and coordinates with benefit vendors regarding enrollment and claims matters as well as benefits implementation. Identifies and recommends improvements to benefit administration, communications, recordkeeping, employee self-service, and the participant experience. Oversees the completion of various reports, including ACA reporting and FSA Non-Discrimination Testing. Compiles and analyzes benefit and wellness data, completes surveys, benefit related letters, and recurring and ad hoc reports. Processes Medical Support Orders and other benefit related notices. Assists employees and retirees with changes in benefits, taxes, savings plans, etc. Prepares administrative paperwork for post-employment benefits for retirees of the City. Stays current on federal, state, and local laws and regulations related to employee benefits and wellness. Completes all Life Insurance Claim paperwork and submits to life insurance vendor. Serves as backup on disability vendor inquiries and provides support to other Human Resources functions as assigned. Performs other duties as assigned. QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. REQUIRED EDUCATION AND/OR EXPERIENCE High school diploma and post‑secondary training in Human Resources, business administration or other related field, or a combination of education, training, and work experience. Two (2) years of progressively responsible experience in employee benefits, employee wellness, Human Resources, or closely related function. Experience must include direct responsibility for benefits administration, enrollment, eligibility, employee benefit support, or vendor coordination. REQUIRED CERTIFICATES AND/OR LICENSES Vehicle Operator’s license with satisfactory driving record that meets insurability standards of the City’s insurance carrier is required. The employee must maintain the license for the duration of their employment. REQUIRED SKILLS (Communication/Language; Mathematical; Computer; etc.) Proficient in Microsoft Office Suite, particularly Word, Excel, PowerPoint, and Outlook. Ability to learn and effectively use software systems. Strong attention to detail and the ability to review documents and data for accuracy, identify discrepancies, and complete timely follow‑up. Excellent verbal and written communication skills, including the ability to explain complex benefit information clearly and accurately. Ability to manage multiple tasks and competing priorities with frequent interruptions/problem solver. Strong customer service and interpersonal skills, with the ability to interact professionally and respectfully with employees, retirees, beneficiaries, vendors, and other partners. Ability to exercise sound judgment and discretion and maintain the confidentiality of sensitive information. Basic to intermediate mathematical skills including the ability to perform mathematical calculations using addition, subtraction, multiplication, division, decimals, percentages. Ability to adapt to changing regulations, plan provisions, systems, processes, and organizational needs. OTHER DESIRABLES Experience with benefit administration in a public sector, multi‑plan, or retiree‑benefit environment. A professional designation or certification such as Certified Employee Benefits Specialist (CEBS), Group Benefits Associate (GBA), Certified Benefits Professional (CBP), SHRM Certified Professional (SHRM-CP), Professional in Human Resources (PHR) or related credential. PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by the incumbent to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is required to move about in an office setting, to remain in a stationary position for extended periods of time, to compile and retrieve information from computers, telephones, etc., to draft and write, to handle paperwork and position self in the course of work. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus. The incumbent must have the ability to express or exchange ideas in the spoken word and include activities where detailed or important spoken instructions must be conveyed to other workers accurately or quickly. The incumbent perceives the nature of sounds at normal speaking levels with or without correction and having the ability to receive detailed information through oral communication and making fine discriminations in sound. WORK ENVIRONMENT/CONDITION The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to work in a typical office setting. #J-18808-Ljbffr