Summary
The HR Benefits Coordinator independently administers employee and retiree benefit programs for the City and School Departments. Working under the supervision of the Human Resources Director, the position provides responsive customer service to employees, retirees, elected officials, and vendors. Determines and processes benefit eligibility in accordance with applicable plan documents, collective bargaining agreements, City policies, and federal and state requirements. This position administers benefit enrollments, manages complex financial reconciliations, is responsible for benefit related employee and retiree communications, and ensures compliance with financial and administrative processes while supporting the HR Director with reporting, budgeting, and departmental operations.
Essential Functions
The essential functions or duties listed below are intended only as illustrations of the various types 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.
Benefits Administration and Customer Service
- Administers multiple employee and retiree benefit programs including health, dental, life, disability, flexible spending accounts, cafeteria plan, opt-out incentives, and other voluntary benefits.
- Manages benefit enrollments (reviewing elections; processing changes; communicating deadlines; reconciling enrollment data; coordinating with vendors/payroll) for City and School employees, including new hires, open enrollment, and qualifying life events, benefit transitions, and Medicare enrollment.
- Provides guidance and administer benefit eligibility to employees and retirees regarding coverage options and plan requirements.
- Serves as liaison between employees, retirees, and benefit vendors to resolve issues, coordinate implementation of plan changes, review invoices, initiate corrections, monitor vendor performance and ensure accurate plan administration.
- Conducts benefits orientations, onboarding meetings, and exit meetings for employees.
- Coordinates benefits-related processes with City and School payroll, the Auditor, the Retirement Board, and the Massachusetts Teachers’ Retirement System (MTRS).
- Work closely with the HR Systems ad Operations Specialist to maintain benefits during leaves, process benefit changes, and coordinate proper deductions.
Retirement and Separation Administration
- Processes timely and accurate information related to City and School employees separating from employment (e.g. retirement applications, exit interviews, unemployment forms, etc.) consistent with district, local, state, and federal regulations.
- Works closely with Retirement department related to retirement and benefits status. Works closely with School Administration for IT and MTRS updates.
- Financial Administration and Reconciliation
- Reconciles monthly benefit enrollments, deductions, and premium payments for approximately 800 employees and 800 retirees for City and School maintaining and between payroll, benefits systems, carrier/vendor systems, retirement systems. Researches and resolves invoice issues.
- Calculates and reports employee and employer premium contributions for each plan year.
- Processes benefits-related invoices and performs accounts payable and receivable functions.
- Administers the annual Medicare reimbursement program for retirees.
- Compliance, Reporting, and Records
- Maintains accurate benefits data across systems (electronic and paper) to ensure organization, accuracy, and compliance with Massachusetts General Laws and City policies.
- Assists the HR Director with ACA filing, federal/state reporting, benefit audits, and requests from outside auditors.
- Supports internal benefits communications and assists with benefits budget monitoring and reporting.
- Provides recommendations to the HR Director on benefits administration processes and improvements.
- Maintains confidentiality and security of employee and retiree benefits, financial, and personal information.
- Additional Duties
- Distributes Unemployment Compensation brochures and informs employees of the process.
- Performs related duties and special projects as assigned.
Supervision
Supervision Scope: Performs varied and responsible functions requiring a working knowledge of departmental operations and the exercise of judgment and initiative, while keeping in compliance with established federal, state and departmental rules and regulations, and subject to the approval of the HR Director.
Supervision Received: Works under the supervision of the Human Resources Director following department rules, regulations, and policies; duties require the ability to prioritize, plan and perform operations and independently complete assigned responsibilities.
Supervision Given: none
Recommended Minimum Qualifications
Education, Training and Experience
Bachelor’s degree in Human Resource Management, Public Administration, Business Administration, Accounting, Finance, or a related field, plus four (4) years of progressively responsible experience in benefits administration, human resources, payroll, or a related administrative or financial function, including demonstrated experience administering employee benefits/ deductions and performing financial or data reconciliation; or an equivalent combination of education, training, and experience.
Knowledge: Demonstrated knowledge and experience in administrative and financial practices. Knowledge of and familiarity with city government; intermediate knowledge of state, federal, and local laws related to HR and benefits management. Intermediate knowledge of HR policies and procedures and the functions of a Human Resources Department. Demonstrated knowledge of Benefits Administration.
Ability: Ability to apply experience to plan and meet goals. Ability to multitask and to work in a fast-paced environment and meet strict deadlines; ability to demonstrate creativity and latitude. Ability to interact appropriately and tactfully; ability to interpret and apply benefit rules, regulations, plan provisions, and policies. Ability to maintain detailed and accurate records; ability to explain Department policies and procedures; ability to work independently. Ability to learn software systems and applications. Ability to maintain strict confidentiality. Ability to collaborate effectively and work respectfully with individuals who have diverse perspectives.
Skills: Proficient independent research and analytical skills. Strong mathematical and analytical skills, including the ability to perform financial calculations, reconcile data, identify discrepancies, and verify benefit deductions and payments. Excellent interpersonal skills, organizational and customer service skills. Demonstrated experience providing customer service to employees, Benefits vendors, external customers, and the public using tact, proper judgment, courtesy, respect and discretion. Demonstrated ability to work effectively with diverse constituencies and ensure a culturally relevant and sensitive approach. Demonstrated adaptability and ability to respond effectively to changing priorities, and able to present and accept a diverse perspective. Excellent diplomatic skills. Excellent written and verbal communication skills, MS Office Suite applications and proficient skills for MUNIS (desired), and software systems and applications supporting HR functions.
Job Environment
- Work is performed in an office environment with moderate noise levels.
- Work is subject to fluctuations, and administrative deadlines.
- Operates computer, printer, telephone, copier, fax machine & other standard office equipment.
- The employee has frequent contact with the public.
- The employee has access to department confidential information.
- Errors could result in delays or loss of service; monetary loss; and legal ramifications.
- Work involves frequent interruptions, competing priorities, and time-sensitive deadlines requiring the ability to prioritize and maintain accuracy.
Physical Requirements
The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is required to sit; is frequently required to communicate, talk and hear; and occasionally must walk. The employee seldom must lift and/or move objects weighing up to 10 pounds. Ability to read and review detailed documents, electronic records, spreadsheets, and other written materials; communicate effectively in person, by telephone, and electronically; and operate standard office equipment and computer keyboards at efficient speed.
This job description does not constitute an employment agreement between the employer and employee, and is subject to change by the employer, as the needs of the employer and requirements of the job change.
Job Type: Full-time
Pay: $43.09 - $45.72 per hour
Benefits:
- Dental insurance
- Disability insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Life insurance
- Paid jury duty
- Paid time off
- Retirement plan
Experience:
- Human Resources Benefits Administration: 4 years (Preferred)
Work Location: In person
