Benefits Coordinator

Coordinator I Benefits SpecialistThe Coordinator I Benefits Specialist serves as a key member of the district leadership team, responsible for the comprehensive administration, compliance, and strategic oversight of all employee benefit programs within the District. This position ensures the effective delivery and communication of benefits including medical, dental, vision, life insurance, disability, fringe benefits, retirement systems, and wellness initiatives. The Benefits Specialist coordinates enrollment, eligibility, and claims processes while maintaining strict adherence to federal, state, and local regulations, including ERISA, HIPAA, FMLA, the Affordable Care Act (ACA), and relevant provisions of the Illinois School Code. In addition to program administration, the incumbent provides direct support to employees regarding benefits inquiries and concerns, facilitates onboarding and open enrollment processes, and maintains accurate records in the District's Human Resources and Finance Information Systems. This role collaborates with payroll and finance team members to ensure accurate deductions, reporting, and benefits-related journal entries, while supporting internal audits and compliance reviews. The Benefits Specialist is also responsible for analyzing benefits utilization and costs, preparing detailed reports to support budgeting and collective bargaining, and recommending enhancements aligned with best practices and industry benchmarks. The position further oversees employee retirement contributions (e.g., IMRF, TRS, 403(b), 457 plans), manages COBRA and workers' compensation processes, and coordinates wellness programs and educational outreach to promote employee well-being and engagement. This position requires a high level of confidentiality, attention to detail, and the ability to interpret and apply complex regulatory requirements while delivering exceptional service to District employees.Minimum Required Qualifications: To be considered for this position, the candidate must possess the following required education, certification, skills, experience and/or qualifications. Employees are responsible for obtaining/retaining the most current statutory and administrative rule requirements for their position.Education/Training: Bachelor's degree in Human Resources, Business Administration, Public Administration, Finance, or a closely related fieldLicensure: NAEndorsement: NAExperience: Minimum of three (3) years of progressively responsible experience in employee benefits administration, including direct oversight of health, dental, vision, life insurance, disability, and retirement plans.Knowledge/Abilities/Skills: Demonstrated skills in data analysis, benefits budgeting, and employee communication/outreach are important for success in this role. Demonstrated experience ensuring compliance with federal and state benefits regulations, including ERISA, HIPAA, FMLA, ACA, and COBRA. Hands-on experience administering or coordinating state retirement systems, such as the Illinois Municipal Retirement Fund (IMRF) and the Teachers' Retirement System (TRS). Proven ability to manage open enrollment, process benefits transactions, and respond to employee inquiries with professionalism and accuracy. Experience working with Human Resources Information Systems (HRIS) and integrating benefits with payroll systems.Desired Qualifications: It is desired that the successful candidate for this position possesses the following skills, experience, and qualifications. These are "desired qualifications" only, and are not required to be considered for employment for this position)Bilingual (Spanish preferred)Master's/Doctorate degree.SHRM-CP (Certified Professional) or SHRM-SCP (Senior Certified Professional) certification, or equivalent HR certification (e.g., PHR, SPHR), is highly desirable.Experience with Illinois-specific benefits systems, including IMRF and TRS, is strongly preferred.Proficiency with Human Resources and Finance Information Systems, benefits enrollment platforms, and payroll integration systems.Experience working in a K-12 school district, public education system, or governmental agency, particularly within a unionized labor environment.Experience coordinating or supporting collective bargaining processes through benefits cost analysis and plan interpretation.Knowledge and prior use of platforms such as Frontline, Tyler, Skyward, or other education-sector HRIS/payroll systems.Experience conducting or supporting internal audits, compliance reviews, and external reporting to agencies such as ISBE.Familiarity with 403(b) and 457(b) plan administration, including IRS compliance and vendor coordination.Essential Duties and Responsibilities:Benefits Program AdministrationAdminister and oversee all employee benefits programs including medical, dental, vision, life, short- and long-term disability, fringe benefits, and retirement plans.Manage state retirement systems, including enrollment, counseling, and documentation for the Illinois Municipal Retirement Fund (IMRF) and the Teachers' Retirement System (TRS).Coordinate administration of COBRA, ensuring federal compliance in coverage transitions.Administer workers' compensation claims in collaboration with third-party administrators and carriers.Process benefits terminations and transitions due to separations, retirements, or leaves of absence.Act as liaison to state-level benefits agencies (e.g., School Employees Benefits Board), ensuring adherence to state-specific policies.Coordinate and track employee leave usage and accruals, including FMLA, disability, and personal leave, while ensuring accurate documentation and legal compliance.Calculate and monitor reimbursements owed to the District for benefits-related payments from employees on leave, COBRA participants, and retirees.Coordinate and deliver annual open enrollment processes, ensuring timely communication and support for employees throughout.Compliance and ReportingEnsure full compliance with federal, state, and local benefits laws and regulations, including but not limited to: Federal: ERISA, HIPAA, FMLA, ACA (including Forms 1094-C and 1095-C), and Section 504 of the Rehabilitation Act. State (Illinois): Compliance with ISBE reporting mandates under 105 ILCS 5/2-3.103 and 5/2-3.104. Prepare and submit mandated reports, such as salary and benefits surveys to ISBE. Ensure that benefits programs are administered in alignment with collective bargaining agreements and negotiated terms. Support internal and external audits of benefits-related records and processes.Systems and Data ManagementMaintain accurate, up-to-date records in the Human Resources Information System (HRIS), ensuring integration with payroll, time tracking, and third-party vendor systems.Collaborate with finance to ensure accurate and timely payroll deductions for benefits and coordinate adjustments due to leave, enrollment changes, or employment status.Monitor and manage data transfers to insurance vendors and payroll systems.Prepare journal entries related to benefit premiums in the District's accounting system.Employee Support and CommunicationServe as the primary point of contact for employee inquiries regarding benefit enrollment, changes, claims, and eligibility.Assist employees in resolving complex benefits issues, including discrepancies in deductions, enrollment, and provider coverage.Provide onboarding benefits orientations and conduct ongoing presentations to educate staff about benefits, open enrollment, and policy changes.Develop clear and accessible communications, FAQs, and timelines related to benefits.Strategic and Analytical ResponsibilitiesAnalyze the usage, cost, and effectiveness of benefits programs; make data-informed recommendations for improvements or plan changes.Provide detailed benefit cost data by employee group to inform the District's annual budget process.Develop and provide benefit-related financial statements and analytical reviews to support union negotiations and contract renewals.Conduct benchmarking and research on industry standards to recommend enhancements or alternative benefits solutions.Oversee employee tax-sheltered investment plans (e.g., 403(b), 457), ensuring compliance with IRS contribution limits and proper reporting.Wellness and Education InitiativesCoordinate employee wellness initiatives, campaigns, and events to support staff health and well-being.Offer resources and training on self-enrollment platforms, plan navigation, and benefits responsibilities.Ensure benefits policies are inclusive and accessible, including providing reasonable accommodations under Section 504 as needed.Performance Evaluation/Accountability: Performance of this job will be evaluated in accordance with provisions of the Proviso Township High Schools District 209 Board's policy on evaluation of personnel. All evaluations shall comply with State and Federal law.Mental demands/Physical demands/Environmental factors: The physical demands described here are representative of those that must be met by an employee 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 regularly required to stand, walk, sit, bend, write, type, speak, and listen.