Employee Benefits Representative Level 1

POSITION SUMMARY:

Under the direction of the Director of Benefits Administration and as part of the employee benefits team, the Employee Benefits Services Representative provides essential administrative support that serves as the primary point of contact for employees and retirees and supports benefits administration. The representative collaborates with vendors and assists with onboarding and offboarding as well as benefits communications. The role processes group benefits transactions, maintains HRIS and benefits records, and advises on benefits policies and status changes.

ESSENTIAL JOB FUNCTIONS and DUTIES:

The essential functions or duties listed below are intended only as illustrations of the various type of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

• Review and process group benefit transactions for City employees, retirees, and eligible dependents.
• Explain City benefit programs including health insurance, dental and vision, life insurance, COBRA, flexible spending accounts, long-term disability, deferred compensation plans (including OBRA), and the Employee Assistance Program; provide administrative support.
• Advise employees and retirees on benefit policies and procedures, including eligibility, enrollment, qualifying life events, coverage changes, and plan compliance.
• Assist employees and retirees with benefit status changes.
• Work with benefit plan vendors to investigate and resolve employee and retiree benefit issues, escalating as needed and documenting outcomes and follow-ups.
• Track and reconcile employee and retiree benefit enrollments, changes, and terminations in the HRIS; maintain accurate benefit files; and support routine benefits reporting, surveys, and basic analysis.
• Participate in benefits direct pay status administration, open enrollment, Medicare reimbursement, and other benefits communications.
• Assist with onboarding new employees and offboarding former employees and retirees.
• Calculate complex benefits premiums including leave-of-absence prepayments, missed contribution repayments, and retroactive adjustments.
• Oversee entry and tracking of all bi-annual open enrollment changes, ensuring accuracy and timely processing.
• Monitor and support compliance with applicable federal and state benefits regulations (e.g., COBRA, HIPAA, ACA), ensuring timely and accurate administration.
• Support and participate in internal and external audits by reviewing benefits processes, identifying discrepancies, and implementing corrective actions.
• Perform related duties and special projects as assigned to support benefits administration and HR operations and ensure continuity of service.
• Perform other duties as required.

QUALIFICATIONS:

Education/Experience

• Associate’s degree or equivalent required;
• Three (3) years of administrative experience, including two (2) years in benefits administration, human resources, or HRIS customer service;
• Some college coursework in human resources or a related field is a plus;
• An equivalent combination of education, training, and experience may be considered.

Knowledge, Skills, and Abilities:

• Strong knowledge and experience with Microsoft Word, Outlook, and Excel.
• Proficient with, or able to quickly learn, payroll and benefits management systems, human resource information systems (HRIS), and similar applications.
• Multilingual skills in Spanish, Portuguese, Haitian Creole, Mandarin, or any other language spoken by the Cambridge community are preferred but not required.
• Working knowledge of applicable employee benefits laws and regulations, including COBRA, HIPAA, and ACA, with the ability to apply this knowledge to ensure compliant administration.
• High level of accuracy and attention to detail, particularly in processing transactions, calculating premiums, and maintaining records.
• Excellent organizational skills with the ability to prioritize and manage multiple tasks.
• Demonstrated planning skills and knowledge of employee benefits functions, preferably in a public-sector environment.
• Ability to work in a confidential environment as a dependable team member.
• Ability to exercise sound judgment and negotiate priorities with multiple supervisors.
• Flexibility to adapt to changing HR trends, technologies, and organizational needs.
• Commitment to anti-racism, diversity, equity, and inclusion.
• Ability to work and interact effectively with individuals and groups across diverse identities, cultures, backgrounds, and ideologies.

SUPERVISION RECEIVED:

Works under the general supervision of the Director of Benefits Administration or designee, receiving guidance on priorities and policies and exercising independent judgment within established procedures.

SUPERVISION EXERCISED:

This position does not supervise staff; may provide functional guidance or training to colleagues, interns, or temporary employees on benefits procedures and HRIS processes.

WORK ENVIRONMENT:

Work is performed primarily in a standard office environment with fluorescent lighting, air conditioning, computers, and other standard office equipment, and may also involve meetings at other offices or facilities, as well as site visits and inspections of scattered-site properties around the city.

PHYSICAL DEMANDS:

This role requires the ability to access, input, and retrieve information using a computer. Ability to read and analyze large volumes of information is required. Sufficient mobility to travel to and from the office is required.

The City of Cambridge's workforce, like the community it serves, is diverse. Applicants must have the ability to work and interact effectively with individuals and groups with a variety of identities, cultures, backgrounds, and ideologies.