INTRODUCTION:
Columbus, Indiana, population 50,000 is well known for its architectural innovation, community collaborations, engaged public, and high quality of life. The City is a regional center for financial services, health care, employment, entertainment, and shopping. For more information about our community visit our visitor center website at https://columbus.in.us
EMPLOYEE BENEFITS:
The City of Columbus offers a competitive benefits package to all full time employees. This includes a comprehensive health insurance plan that begins on the first day of employment, with no waiting period. The City also currently contributes 14.2% of the employee’s annual income to the Indiana Public Employees Retirement Fund for every full time employee, which is a guaranteed pension plan to help set employees up for retirement. The City also provides each employee with $50,000 in life insurance_ along with short term and long-term disability plans that are 100% paid for, by the City. The City offers a no-cost Employee Health Partners clinic (EHP Clinic) at NexusPark available for employees and any dependents on the city health insurance plan. These are just a few of the benefits offered to full time employees. To see a more in-depth list visit: https://www.columbus.in.gov/employee-benefits/.
GENERAL SUMMARY:
The Benefits Specialist manages internal benefits communications and benefits records for all City employees, dependents and retirees regarding the great benefits offered at the City as well as coordinating communication with all insurance and benefit providers and vendors. The Benefits Specialist meets personally with every full time employee at the City to assist them in enrolling in City benefits, which take effect on the first day of employment, and therefore require quick and accurate work to get the employee enrolled. In addition, the Benefits Specialist manages external recruiting communications about the City’s benefits. The Benefits Specialist periodically makes presentations about benefits, and engages in continuous improvement to learn more about our benefits and make recommendations to improve our benefits package. In this role, the Benefits Specialist is the first point of contact for departments when there has been an injury (first report of injury), and all aspects of risk (liability to the City) and Workers’ Compensation care is administered by the Benefits Specialist. The Benefits Specialist supports the Human Resources Department and Risk (Insurance) Department in their delivery of information to a variety of internal and external stakeholders, serving as the primary point of contact. Your role will include project management for onboarding, open enrollment, worker’s compensation and risk management. The ideal candidate will possess excellent interpersonal skills as well as organizational skills and have the ability to drive results in a timely and accurate manner. The Benefits Specialist cross-trains with the Human Resources Specialist.
ESSENTIAL DUTIES:
Project Management:
- Project lead for City’s annual open enrollment events which require planning with multiple vendors and contractors to modify/update benefits for the following year, coordinating and presentations at open enrollment meetings for employees, and continuously engaging in improvements of the enrollment experience for city employees. The Benefits Specialist manages this project with direction from HR leadership.
- Managing communications in benefits on-boarding year-round for full time employees, insuring that benefits begin day one for employees and coordinates with other departments and benefits providers to insure a great benefits onboarding experience for new employees, as well as managing life events implementation for employees and dependents within the 30 to 60 day window consistent with the City’s plan.
- The City must maintain a Drug/Alcohol Free Workplace because of various statutes/federal grant administration responsibilities. The Benefits Specialist coordinates with the Department of Public Works/Transit/Risk leadership to maintain and structure the mandated random drug and alcohol testing programs, by updating the lists of CDL and safety-sensitive employees, and managing the testing process, including pre-employment, random, post-accident and reasonable suspicion testing, and working with administrative assistants throughout the City as well as our vendors to comply with federal, state and local requirements and prepare for regular routine federal audits.
- Manages first report of injury/workers’ compensation communication with departments and carriers, working closely with the City’s nurse-case manager to maintain compliance with carrier expectations and the state Workers’ Compensation Board.
- Coordinates communications on risk and liability claims and issues under the direction of the Director of Security and Risk as well as coordinating the monthly and yearly activities and communications of the Insurance Review Committee and monthly workers’ compensation meetings.
Administrative Support for HR Department:
- Provides administrative support on benefits, drug/alcohol testing, insurance, work comp and FMLA to HR Director and Assistant Director;
- Manages benefits Data in MUNIS (our Human Resources Information Management software) and insures MUNIS data reconciles with mandated paperwork, ending benefits when an employee separates and files City IT help desk tickets if the MUNIS system has an error;
- Uploads the bi-weekly 834 data file from MUNIS to SIHO/OptumRX insuring updates in benefits eligibility;
- Create for approval outgoing draft communications including letters, emails, advertisements, media postings, etc.;
- Oversees scheduling of all Pre-Employment & CDL Physicals for employees or supports departments who schedule their own (receiving and maintaining reports on those physicals to maintain insurance/health files of employees);
- Provides administrative support for communications as part of the ADA Coordinator’s response to ADA complaint process from the community; emergency withdrawal of 457 account funds by employees to Deferred Comp Committee; other communications processes for Deferred Comp Committee;
- Coordinates communications and project management with Insurance Review Committee monthly to build effective communication on benefits with Risk, contractors, vendors and strategically plan for additional benefits roll-outs as well as meet with Workers’ Comp team for strategic planning;
- Position includes maintaining compliance calendars for benefits and risk compliance, being available on-site to provide administrative support and occasional response to benefits/risks issues in the evenings and weekends. Work cellphone is provided at no cost as well as Surface laptop, in addition to work desk top.
- Occasional travel required for training;
- Presentations and public speaking are required;
- Other projects as assigned by the Director and Assistant Director;
- In the absence of the Director and Assistant Director, maintains the office functions, in particular using good judgment to distinguish requests that must be deferred for a decision by management and those that he/she can handle before the involvement of other staff;
- Typical schedule- 8 am to 5 pm on-site; answering calls and emails on occasion on the weekends and evenings and tracking time worked over 40 hours a week to accrue compensation time (comp time), either as exempt or non-exempt employee (dependent on FLSA status). During busy months (open enrollment)- for example October/November/December, working more than 40 hours a week may be required.
EDUCATION AND EXPERIENCE:
- Prefer a college degree in marketing, business, public affairs, information technology or a related field (equivalent relevant experience (at least three to five years) in an office environment may be substituted). Previous experience with HIPAA protected information and/or confidential personnel records and/or insurance/benefits administration preferred.
- Excellent verbal and written communication skills in English required. Ability to compose, proofread and edit effective correspondence, emails, ads, posts, and messaging on behalf of the HR department.
- Excellent computer skills, including a proficiency in Microsoft Word, Excel, Outlook, and PowerPoint are required.
- Experience with Human Resources Information Systems (HRIS) preferred; ability to become technically proficient in Tyler MUNIS HRIS management with training required.
- Experience with Canva is a plus. Experience in social media business communications is a plus. Experience running WebEx, Zoom or Teams meetings and/or trainings a plus.
- Professional demeanor, ability to de-escalate situations with employees when they are upset, ability to work efficiently and effectively while multi-tasking.
- Ability to work well with the public, co-workers, other government agencies and offices; and work alone in the office at times and work and stay focused in an office cubicle near others which is at times a noisy office.
- General knowledge of local government operations and bookkeeping/basic accounting preferred.
JUDGMENT:
- Frequently works independently and must use independent, good judgment and discretion in decision-making and to prioritize tasks for both the position’s own duties and day-to-day tasks as a project leader within the department, and with collaborative cross-functional teams.
- Work requires multi-tasking; high levels of organization and ability to prioritize. Must be a self-starter who can problem-solve and present possible solutions to the HR Director, Assistant Human Resources Director and Director of Security and Risk.
- Requires confidentiality be maintained regarding HR matters and HIPAA protected information.
- Must be able to stay on task and focus in a busy office environment with frequent interruptions.
RELATIONSHIP RESPONSIBILITY:
- Reports to the Director of HR and Assistant Director of HR and acts as cross-functional team- member and occasional project leader on projects/tasks that require collaboration within the department and with other departments.
- Maintains positive, professional communication with the public, co-workers, applicants, contractors, other agencies of government, including all other departments within the City of Columbus as well as vendors.
- Cross-trains with the Human Resources Specialist.
- Promotes and maintains a safe and efficient office environment on-site.
RESIDENCY:
Must reside in Bartholomew County or adjoining county within six (6) months of employment.
AN EQUAL OPPORTUNITY EMPLOYER
M/F/D/V
*all potential applicants are encouraged to apply, and if you need accommodation or help applying online, please call 812.376.2570 to make an appointment or email [email protected]
Pay: $40,982.00 - $61,473.00 per year
Benefits:
- Dental insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Vision insurance
Work Location: In person
