Benefits Coordinator

City of Roswell, Georgia

JOB DESCRIPTION

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description.

Department: Administration

Pay Grade: 510

FLSA Status: Non-Exempt

Job Code: A505

JOB SUMMARY

The purpose of this classification is to coordinate the City's employee benefit and retirement plans, process Human Resources and benefits transactions in the City's human resources information system (HRIS), and provide associated reporting. This position works under the general direction of the Compensation and Benefits Manager.

ESSENTIAL JOB FUNCTIONS

• Interprets, explains, and applies all applicable federal, state, local, and City policies, procedures, laws, rules, regulations, and standards; initiates any actions necessary to correct deviations or violations.
• Provides information, assistance, and guidance to employees, dependents, former employees, or other individuals regarding benefits, insurance, and other Human Resources issues.
• Acts as a liaison between employees and benefit providers; assists employees in resolving problems with insurance coverage, benefits, or claims; communicates with insurance claims representatives regarding coverages, resolution of claims, or other issues.
• Prepares benefit-related agenda items and supporting materials; assists the Compensation and Benefits Manager in preparing presentations and benefit program information for the Mayor, City Council, or other City officials.
• Conducts new hire orientation for new employees; explains insurance eligibility requirements, covered benefits, and plan provisions and restrictions; explains retirement plans and supplemental benefits; assists with completion of forms, online enrollment, and related information.

• Conducts presentations to employee groups to inform and update employees regarding various City employee benefit programs and issues of interest.
• Coordinates annual open enrollment for eligible employees; prepares communication materials; schedules vendor participation meetings; meets individually with employees as requested; reviews enrollment and change forms for accuracy and completeness; processes documentation for appropriate payroll deductions.
• Processes enrollments and changes to insurance coverages; processes changes, additions, and cancellations to individual employee coverage based on eligibility and qualifying events; reviews documentation to verify qualifying events; informs employees of other benefit programs affected by coverage changes. Maintains benefit plan configuration and employee benefit records in HRIS.
• Researches, tracks, and processes documentation to ensure proper completion of benefit and general HRIS transactions; investigates, verifies, and corrects errors and discrepancies on documents to ensure accurate processing of benefit transactions.
• Coordinates with the Payroll Manager and the Workers' Compensation/Wellness Coordinator to provide the appropriate payroll deduction and credit amounts, surcharges, leave information, disability information, and effective dates for new hires and status changes.
• Assists the Compensation and Benefits Manager with the annual renewal process for all benefit services, working with the City's broker/consultant and City management; gathers contracts, Summary Plan Descriptions, and other plan documents for review; compiles comparison surveys of surrounding local governments' benefit plans; supports analysis of premium cost-share scenarios within budget; coordinates implementation meetings for carrier changes; assists with Requests for Proposals (RFPs) for benefits services.
• Supports day-to-day administration of the City's self-funded medical plan with its vendors, including the third-party administrator, stop-loss carrier, and pharmacy benefit manager; prepares weekly claims funding information for review and approval; participates in monthly, quarterly, and annual vendor meetings; serves as liaison with the Finance Department/Budget Division regarding the plan's fund.
• Reconciles benefit invoices, including self-funded medical administrative fees, stop-loss charges, and pharmacy rebates and credits; fully insured dental, vision, life, and disability premiums; and employee clinic invoices. Conducts audits of payroll deductions for benefits; notifies Payroll of changes and corrections; ensures timely payment to benefit vendors.
• Monitors employee eligibility for Affordable Care Act (ACA) compliance, including measurement and stability periods; supports annual Form 1094-C/1095-C reporting.
• Provides information to the COBRA third-party administrator.
• Supports employees with questions and transactions for the City's Retirement Plans; processes retirement applications for members of the City's defined benefit pension plan.
• Prepares or completes various forms, reports, correspondence, benefits data sheets, new hire/termination reports, spreadsheets, benefit reports, coverage status reports, , notices, communications materials, or other documents.
• Operates a personal computer, general office equipment, or other equipment as necessary to complete essential functions, to include the use of the HRIS, word processing, spreadsheet, database, email, Internet, or other computer programs.
• Maintains the department's electronic filing system for various files and records; prepares files, organizes documentation, and files documents in designated order; retrieves and replaces files; shreds or destroys confidential or obsolete documents. Maintains benefit files for each employee.
• Communicates with the director, other departments, department managers/supervisors, City officials, employees, retirees, family members, attorneys, insurance representatives, third-party administrators, medical providers, state agencies, the public, outside agencies, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.
• Maintains confidentiality of departmental issues and documentation, including protected health information (PHI) in accordance with HIPAA privacy and security requirements.
• Maintains a comprehensive, current knowledge of applicable laws and regulations; maintains an awareness of new trends and advances in the profession; reads professional literature; maintains professional affiliations; attends workshops and training sessions as appropriate.
• Performs general clerical tasks, which may include answering telephone calls, making copies, scanning documents, filing documentation, or processing incoming and outgoing mail.
• Provides assistance to other employees or departments as needed.
• Performs other related duties as required.

MINIMUM QUALIFICATIONS

Education and Experience:

Requires a Bachelor's degree in Human Resources Management, Business Management, Business Administration, Risk Management, or a closely related field, supplemented by two (2) years of previous experience and/or training that includes human resources administration, benefits administration, insurance administration, customer service, and personal computer operations; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. Experience with ADP Workforce Now or a comparable HRIS is preferred.

Licenses or Certifications:

• None required.
• Preferred: Certified Employee Benefit Specialist (CEBS), SHRM-CP/SHRM-SCP, or Professional in Human Resources (PHR).

Special Requirements:

• None.

Knowledge, Skills and Abilities:

• Knowledge of the principles, practices, and legal requirements associated with human resources management and with administration of various human resources programs.
• Knowledge of human resources policies and procedures.
• Knowledge of principles and practices associated with human resources information system (HRIS) administration; must be able to comprehend, interpret, explain, and apply applicable laws, regulations, policies, and procedures.
• Knowledge of practices and procedures involving administration of self-funded and fully insured employee health benefit plans; must be able to comprehend, interpret, and apply applicable laws, regulations, policies, and procedures.
• Knowledge of federal benefit regulations, including ACA, COBRA, and HIPAA.

• Skill and proficiency in the operation of Microsoft Excel and Word is required; experience with ADP Workforce Now or a comparable HRIS is preferred.
• Ability to evaluate, audit, deduce, and/or assess data using established criteria; includes exercising discretion in determining actual or probable consequences and in referencing such evaluation to identify and select alternatives.
• Ability to perform addition, subtraction, multiplication, and division; ability to calculate decimals and percentages; may include ability to perform mathematical operations with fractions and to compute discount, interest, and ratios.
• Ability to coordinate the activities of a project or program and to exercise independent judgment in applying facts and principles to resolve problems.
• Ability to exercise judgment, decisiveness, and creativity in situations involving evaluation of information against measurable or verifiable criteria.
• Ability to communicate effectively, orally and in writing, with employees at all levels and to handle sensitive and confidential information with discretion.

PHYSICAL DEMANDS

The work is sedentary to light, requiring the ability to exert light physical effort, and may involve some lifting, carrying, pushing, and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or workstation. Tasks also require the ability to perceive and discriminate visual cues or signals. Some tasks require the ability to communicate orally.

WORK ENVIRONMENT

Work is regularly performed without exposure to adverse environmental conditions.

The City has the right to revise this job description at any time. This description does not represent in any way a contract of employment.

The City of Roswell, Georgia commits to a policy of equal employment opportunity for applicants and employees, complying with local, state, and federal laws. The City's policy is to employ qualified persons without discrimination regarding race, creed, color, religion, age, sex (including pregnancy), national origin, marital status, disability, sexual orientation, gender identity, genetic information, political affiliation, ethnicity, veteran or military status, or status in any other group protected by federal, state, or local law.