Benefits Specialist

Department: Human Resources 
Reports To: HR Manager 
FLSA Status: Exempt 

Position Summary  

The Benefits Specialist supports the administration of employee benefits programs within a Catholic, mission-driven organization. This role serves as a primary resource for lay employees by providing guidance on health and welfare benefits, retirement plans, leave administration, and benefits-related services. 

The Benefits Specialist is responsible for the day-to-day administration of employee benefit programs, open enrollment, employee education, vendor coordination, compliance, and leave management. Working closely with Human Resources, Payroll, HRIS, insurance carriers, brokers, and third-party vendors, this position helps ensure benefits programs are administered accurately, efficiently, and in compliance with applicable regulations. 

The ideal candidate is customer-focused, detail-oriented, and experienced in benefits administration, leave management, and employee support. 

Essential Duties and Responsibilities  

Benefits Administration   

• Administer employee benefit programs, including medical, dental, vision, life insurance, disability, retirement, wellness, and voluntary benefit offerings. 

• Serve as the primary point of contact for employee benefits inquiries and provide guidance regarding eligibility, coverage, enrollment, claims, and plan provisions. 

• Oversee the annual open enrollment process, including employee communication, education sessions, system updates, and enrollment activities. 

• Process benefit enrollments, changes, terminations, and qualifying life event requests. 

• Maintain accurate benefits records and documentation while ensuring compliance with applicable federal and state regulations. 

• Conduct regular audits of benefit data to ensure accuracy across HRIS, payroll, and benefits administration systems. 

• Coordinate benefit deductions with Payroll and resolve employee benefit-related discrepancies. 

• Assist with benefits reconciliation, reporting, and compliance activities. 

• Develop and distribute employee-facing benefits communications, educational materials, and resources throughout the year. 

• Support employee wellness initiatives and benefit engagement programs. 

Vendor Management & Benefits Partnerships  

• Serve as a primary contact for insurance carriers, brokers, retirement plan administrators, and third-party benefit vendors. 

• Coordinate eligibility, enrollment, and data exchange processes with benefit providers. 

• Work closely with vendors to resolve employee benefit issues and ensure timely service delivery. 

• Participate in vendor meetings and assist with evaluating the effectiveness of benefit programs. 

• Support the implementation of benefit plan changes, enhancements, and new programs. 

• Maintain productive working relationships with external partners to ensure competitive and cost-effective benefits offerings. 

Leave Management   

• Administer employee leave programs, including FMLA, ADA accommodations, parental leave, disability leave, and other organizational leave programs. 

• Track leave requests and maintain all required documentation. 

• Communicate with employees, managers, Human Resources, and third-party administrators regarding leave-related matters. 

• Ensure compliance with federal and state leave regulations. 

• Assist employees throughout the leave process by providing guidance and support. 

• Coordinate leave-related payroll and benefits impacts with Payroll and HRIS teams. 

Compliance, Reporting & Administration  

• Ensure compliance with ERISA, ACA, COBRA, HIPAA, FMLA, ADA, and other applicable regulations. 

• Prepare benefits-related reports, audits, and compliance documentation. 

• Maintain employee benefit records and support annual reporting requirements. 

• Assist with plan audits, vendor reviews, and process improvement initiatives. 

• Support HR projects and other departmental initiatives as assigned. 

Qualifications  

• Bachelor's degree in Human Resources, Business Administration, Healthcare Administration, or a related field preferred. 

• Equivalent combination of education and experience may be considered. 

• Minimum of three (3) years of experience in benefits administration, Human Resources, or a related field. 

• Experience administering employee health and welfare plans, retirement programs, and leave management. 

• Experience working with insurance carriers, brokers, payroll teams, and third-party vendors. 

• Experience administering or supporting FMLA, ADA accommodations, and leave programs. 

• Experience in a nonprofit, educational, healthcare, or faith-based organization preferred. 

Knowledge, Skills & Competencies  

• Strong knowledge of employee benefits administration, retirement plans, and leave management. 

• Working knowledge of ERISA, ACA, COBRA, HIPAA, FMLA, ADA, and related employment regulations. 

• Ability to interpret and explain complex benefits information clearly and effectively. 

• Strong problem-solving and customer service skills. 

• Excellent interpersonal and communication skills. 

• Ability to maintain highly sensitive and confidential information. 

• Strong organizational skills with the ability to manage multiple priorities and deadlines. 

• Experience using HRIS, benefits administration platforms, and Microsoft Office applications. 

• Ability to work independently and collaboratively with Human Resources, Payroll, HRIS, vendors, and employees. 

The successful candidate must be able to work respectfully and effectively within the mission, values, and organizational structure of a Roman Catholic faith-based organization.