Benefits Coordinator

Statement of Duties

The Benefits Coordinator is responsible for operational and transactional tasks associated with Benefits management including the provision of day to day maintenance and support of employee benefit records for School, City, and Retired employees. The tasks include but are not limited to the collection, organization, enrollment and electronic entry of Health, Dental, Vision, Flexible Spending, Long Term Disability and Life insurance paperwork submitted on a daily basis.

The employee also responds to the benefits line and ad hoc walk-ins daily. Additionally, the employee processes invoice payment for Dental, Vision, Flexible Spending and Benefits Broker. The employee maintains an electronic spreadsheet of changes and their statuses.

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.

• Communicates benefit changes to payroll and employees via HRIS system and via written correspondence.
• Follows procedures to allocate benefits.
• Track changes new hires, leaves and terminations to insure applicable changes are processed in the system and new hires receive welcome email and termination receive end of employment benefits email.
• Submits enrollments to benefit vendors for all eligibility changes via various mediums including email, electronic file transfer, paper mail and online.
• Maintains employee files while ensuring both accuracy and confidentiality.
• Respond to walk in benefits inquiries, benefits email address and benefits phone line.
• Guides employees through filling out benefits paperwork as needed.
• Dental/Vision COBRA administration.
• Administration of the MBTA pass program
• Process Benefit Calculation Spreadsheets and enter changes into HRIS system within applicable payroll deadlines.
• Assist employees with enrolling in medical, dental and vision insurance plans
• Resolve employee issues with insurance providers and other benefits administrators
• Consult with employees about eligibility and other issues
• Review payroll deductions to insure entries have been processed.
• Maintain tracking sheet of all actions to insure all is processed.
• Process benefit enrollments, changes and cancellations quickly and accurately.
• Establishes documented guidelines and procedures on how preform job functions.
• Participates in RFP processes.
• Review and pay for Dental, Vision and Life, Benefits Broker and Flex Spending invoices monthly.
• Maintain electronic HIRD files

Education and Experience: Three (3) years’ experience with benefits administration and HRIS systems or any equivalent combination of education, training and experience which provides the required knowledge, skills and abilities to perform the essential functions of the job.

Knowledge, Abilities and Skill

Knowledge: Understanding of Employee Benefits Administration. Proficient in Excel (e.g. Vlookups, pivot tables, concatenate, writing formulas etc.)

Ability: Ability to handle problems and emergencies effectively; ability to communicate clearly, both orally and in writing; ability to operate a personal computer; ability to maintain confidential information; ability to maintain, manage, and organize records; ability to deal appropriately with City employees, City officials and members of the general public.

Skill: Strong interpersonal skills; excellent communication skills both oral and written; proficient computer skills for all office software programs including word processing and spread sheet applications.

Candidates must have exceptional interpersonal and Microsoft Office skills. Strong attention to detail, customer service orientation and the ability to stay organized while maintaining confidentiality are also very important.

The work environment involves everyday discomforts typical of offices, with occasional exposure to outside elements. Noise or physical surroundings may be distracting, but conditions are generally not unpleasant. Employee may be required…