Benefits Analyst

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POSITION:

• Business Card Title: Benefits Analyst
• Internal Job Level: Specialist III
• Department: 100008-Human Resources
• FLSA Status: Exempt
• Employment Type: Full-Time
• Reports To: Welfare and Retirement Benefit Manager

COMPANY OVERVIEW:

Toyota Industries North America, Inc., an American Holding Company providing shared professional services to all North American entities of Toyota Industries Corporation (TICO) in Japan. The company is headquartered in Columbus, IN with approximately 50 employees in the fields of Information Technology, Accounting/Finance, Tax, Internal Audit, Legal, and Human Resources.

JOB SUMMARY : The Benefits Analyst is responsible for administering the company's welfare benefit and retirement programs in compliance with applicable law to the 16,000+ Toyota Industries Associates. This person is the technical expert in welfare benefit programs and retirement plans for North America and will provide guidance to the other HR resources, both the corporate staff and at subsidiary locations, to ensure seamless operation of the corporate benefit programs. This position handles many aspects of the benefit programs and retirement plans, including but not limited to: plan rollout to Associates, enrollments, renewals, education, and daily administration.

JOB RESPONSIBILITIES:

• Administer company benefit programs ensuring compliance with regulatory requirements and plan guidelines (programs include retirement plans, health insurance, short-term disability, long-term disability, life insurance, business travel, vacation, incentive, wellness, etc.)
• Serve as the daily contact for all benefit related items for assigned subsidiaries.
  • Provide assistance in administering employee benefit programs for assigned subsidiaries.
  • Assist associates with benefit questions and resolve administrative issues with insurance companies.
  • Reconcile and process employee benefit invoices.
  • Prepare all open enrollment materials, setup benefit system for any benefit changes, conduct system testing, and present benefit plan updates at subsidiary annual enrollment meetings.
• Serve as the technical expert in benefits and mentor other HR staff in North America on benefit related questions and Associate issue resolution.
• Coordinate the design and communication of annual benefit enrollment materials.
• Draft legal compliance documentation such as Welfare Plan Documents, Amendment, and Summary Plan Descriptions.
• Ensure the appropriate distribution of annual compliance notices (Summary Annual Reports, Health Care Exchange Notice, Initial Cobra Rights, etc.).
• Travel to and conduct annual enrollment meetings at subsidiaries explaining all benefit plan changes to Associates.
• Oversee the administration of COBRA compliance.
• Support the benefit plan program compliance activities including but not limited to non-discrimination testing, compliance filings (5500s, PCORI fees), audits, etc.
• Oversee the accuracy of vendor billings and claims management.
• Facilitate new hire benefit orientation to corporate new hires, and support group companies in the development of materials for their new hire benefit meetings.
• Assist with implementing approved changes to plans with vendors and carriers.
• Ensure the HRIS benefit module is configured accurately and coordinate the necessary annual enrollment system configuration changes through user acceptance testing. Timely respond to system processing issues.
• Complete annual benefit statements illustrating the value of company benefits as a portion of total compensation.
• Participate in the strategic planning of the Toyota retirement plans (including a 401(k) Plan, SERP, Top Hat, Deferred Compensation Plan, and Retiree Medical Plan).
• Perform daily administration duties for the Toyota retirement plans and special projects as needed.
  • Complete daily, monthly, quarterly and yearly reporting per departmental requirements.
• Exercise discretion in situations where the policy may not specifically address the unique situation and ensure compliance to company guidelines.
• Participate in short-term and long-term company planning activities making recommendation for strategic HR items in the Hoshin process.
• Perform other job-related duties as assigned.

EDUCATION/EXPERIENCE AND SKILLS:

• Bachelor's degree, preferably in Human Resources, Accounting or related business field. PHR/SHRM-CP, SPHR/SHRM-SCP, or CEBS preferred.
• Requires a minimum of 5 years of experience administering benefit programs - preferably in a plan with multiple employer and stakeholders.
• Experience using an HRIS system is preferred (ADP Vantage is the current system of record). Ability to learn to utilize this system effectively is critical.
• Knowledge of ERISA and benefit program administration.
• Ability to maintain confidentiality of records.
• Ability to handle emotionally charged and confrontational situations.
• Fit in with the Human Resources team and be a team player.
• Flexibility to adapt to different schedule demands and deadlines.
• Excellent written and verbal communication skills to compose and deliver communication materials to all levels of the organization.
• Ability to manage day-to-day job duties while also completing special projects on time and accurately.
• Demonstrated initiative to learn new systems, programs and stay current on best practices.
• Experience with all Microsoft Office Products (emphasis on Excel - macros, charting, pivot tables, if statements, data analysis, consolidation tools and Access - queries, setting up databases).
• Knowledge of federal, state and local employment laws and practices.
• Must have the ability to exercise judgment and make sound decisions quickly while interpreting the company policies.
• Ability to establish and maintain cooperative working relationships with external vendors as well as internal customers.

TRAVEL:

• Travel may be required up to 10%. This position typically travels domestically to training or subsidiary locations.

PHYSICAL DEMANDS:

While performing the duties of this position, the employee is frequently required to sit, stand, and communicate verbally and in writing. Manual dexterity and coordination are required to operate standard office equipment such as computer keyboard, calculator, and printer. Work will be performed in an open office environment with cubicles.