Benefits Specialist

Job Description

Job Description

We enrich the lives of those we serve by providing a nurturing environment that fosters joy, purpose, and well-being. The Sharon at SouthPark is a continuing care retirement community for senior residents located near the heart of SouthPark. We are a non-profit long-term care facility that offers independent living, assisted living, and skilled nursing care. At the Sharon at SouthPark our team member's number one responsibility is to deliver compassionate resident care every time! We believe by demonstrating our unifying principles of stewardship, unity, purpose, excellence in service, respect, and beauty this can be achieved daily.

SUMMARY

The Benefits Specialist is responsible for the administration, compliance, and continuous improvement of the organization's employee benefits programs, including health and welfare plans, retirement plans, leave of absence programs, and other employee benefit offerings. This position serves as the primary point of contact for employees regarding benefits-related inquiries and works closely with vendors, insurance carriers, and internal stakeholders to ensure efficient delivery of benefits services. The Benefits Specialist manages benefits compliance, audits, reporting requirements, and supports the organization's overall employee experience through effective communication and administration of benefit programs. This position is responsible for ensuring the organization's benefits programs are administered accurately, compliantly, and efficiently while providing exceptional support and guidance to employees throughout their employment lifecycle.

ESSENTIAL DUTIES AND RESPONSIBLITIES include the following (other duties may be assigned):

Benefits Administration

• Administer all health and welfare benefit programs, including medical, dental, vision, life insurance, disability, wellness programs, flexible spending accounts (FSA), health savings accounts (HSA), and other voluntary benefits.
• Manage employee benefit enrollments, qualifying life events, terminations, and annual open enrollment activities.
• Ensure benefit records, employee elections, and system data are accurate and maintained in HRIS and carrier systems.
• Coordinate eligibility and coverage updates with benefit providers and payroll.

• Lead and coordinate annual open enrollment and benefit communications for H&W and Retirement plans.
• Serve as liaison with benefit vendors and consultants and resolve employee benefit issues.
• Ensure compliance with ERISA, ACA, COBRA, and other applicable regulations.
• Manage all benefit compliance reporting (including CMS reporting and 5500 management)

Retirement Plan Administration

• Administer the company's 401(k) retirement plan, including employee enrollments, contributions, eligibility tracking, loan and hardship distributions, and employee education.
• Partner with retirement plan vendors, recordkeepers, and advisors to ensure proper plan administration.
• Monitor compliance with retirement plan regulations and support annual plan audits and required reporting.

Leave of Absence Management

• Administer all leave of absence programs including: 
  • Family and Medical Leave Act (FMLA)
  • Americans with Disabilities Act (ADA) accommodations
  • Short-Term Disability (STD)
  • Long-Term Disability (LTD)
  • Military Leave
  • Personal Leave of Absence
  • State and local leave programs
• Coordinate leave administration with third-party administrators and internal stakeholders.
• Provide guidance and support to employees and managers throughout the leave process.
• Track leave utilization and ensure regulatory compliance and documentation requirements are met.
• Manage all compliance reporting. 

Employee Support and Education

• Serve as the primary resource for employees regarding benefit plans, eligibility, coverage, claims issues, and benefit-related questions.
• Educate employees on available benefit programs through meetings, presentations, onboarding sessions, and written communications.
• Assist employees in resolving complex benefit and insurance-related issues by coordinating directly with vendors and carriers.
• Develop and maintain benefits communication materials and employee resources.

Vendor Management

• Manage relationships with benefits carriers, brokers, consultants, third-party administrators, and retirement plan providers.
• Monitor vendor performance and service levels to ensure contractual obligations are met.
• Assist with benefit renewals, plan evaluations, benchmarking, and vendor selection processes.
• Coordinate issue resolution and escalations with external benefit partners.

Compliance, Audits, and Reporting

• Ensure compliance with all applicable federal, state, and local regulations related to employee benefits.
• Administer Affordable Care Act (ACA) tracking, reporting, and compliance activities.
• Support compliance with ERISA, COBRA, HIPAA, FMLA, ADA, Medicare reporting, Section 125 regulations, and other applicable benefit laws.
• Coordinate and manage benefits-related audits, including retirement plan audits, internal audits, carrier audits, and regulatory reviews.
• Prepare required compliance reporting, documentation, and annual filings.
• Conduct regular audits of benefit plans, employee data, and vendor invoices to ensure accuracy and compliance.

Data Integrity and Process Improvement

• Maintain accurate employee benefit records and ensure data integrity across HRIS, payroll, and vendor systems.
• Reconcile benefit billing and eligibility reports.
• Analyze benefits utilization and trends to identify opportunities for process improvements and cost efficiencies.
• Assist with benefits system implementations, enhancements, testing, and ongoing maintenance.

Qualifications

Education and Experience

• Minimum of 8 years of experience administering employee benefits and leave programs.
• Experience managing 401(k) plans, ACA compliance, and health and welfare benefits required.
• Experience with benefits audits, compliance reporting, and vendor management preferred.
• Bachelor’s degree in human resources, Business Administration, or equivalent work experience 

Knowledge, Skills, and Abilities

• Strong knowledge of employee benefits administration and applicable laws and regulations.
• Working knowledge of ACA, ERISA, COBRA, HIPAA, FMLA, ADA, and retirement plan administration.
• Excellent customer service and employee relations skills.
• Strong analytical, problem-solving, and organizational abilities.
• Ability to manage confidential and sensitive information with discretion.
• Proficiency with HRIS, benefits administration systems, Microsoft Excel, and reporting tools.
• Strong communication skills with the ability to explain complex benefits information to employees at all levels.

Preferred Certifications

• Certified Employee Benefit Specialist (CEBS)
• SHRM-CP, SHRM-SCP, PHR, or SPHR
• Related benefits or leave administration certifications

Reporting Relationship

Reports to: VP Of People & Culture

SUPERVISORY RESPONSIBILITIES:

• None.

PHYSICAL DEMANDS

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. 

While performing the duties of this job, the employee is regularly required to stand, walk, sit, use hands to finger, handle or feel; reach with hands and arms; talk or hear. The employee is occasionally required to lift up to 20-25 lbs. assisted, climb, or balance and stoop, kneel, crouch or crawl. Specific vision abilities required in this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus. May work on a computer up to 8 hours a day.

WORK ENVIRONMENT

The work environmental characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The position is primarily based in a clean, well-lit, climate-controlled office environment. The noise level is generally quiet to moderate. Subject to physical and emotional stress associated with administrative/leadership role. While performing duties of this job, the employee may be exposed to inside environmental conditions, and on occasion, could be exposed to blood, other body fluids, and residents with communicable diseases.

The Sharon at SouthPark is an Equal Employment Opportunity (EEO) employer. Recruitment, employment, promotional and all other human resource decisions are made without regard to race, color, religion, national origin, age, sex, sexual orientation, gender identity, disability, veteran status, or genetic information.

Per company policy Proof of Influenza vaccine and/or approved medical/religious exemption is required for all employees.