Benefits Operations Manager PD 8.2026.docx
Job Summary:
The Benefits Operations Manager serves as the operational bridge between Human Resources, Payroll, Finance, Accounts Payable, and benefits vendors. This position is responsible for ensuring the accuracy, integrity, reconciliation, and financial accountability of all employee benefit programs, payroll deductions, carrier invoicing, benefit payments, and related reporting.
Unlike traditional benefits administration positions that focus primarily on employee enrollment and customer service, this role specializes in benefits financial operations, reconciliation, auditing, compliance monitoring, internal controls, and process improvement. The position provides oversight of benefit-related transactions from enrollment through payroll withholding, carrier billing, accounting, and payment processing.
The Benefits Operations Manager supervises the Benefits Administrator and Benefits Specialist and provides strategic and operational oversight of benefits administration to strengthen internal controls, reduce organizational risk, ensure data accuracy and regulatory compliance, and enhance the overall employee benefits experience.
Essential Functions:
The following functions are fundamental to the position and are required of all incumbents, with or without reasonable accommodation. These functions define the role and are not an exhaustive list of all duties.
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Supervise assigned benefits staff, including providing work direction, coaching, performance feedback, workflow oversight, training support, and accountability for assigned benefits administration functions.
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Perform comprehensive monthly reconciliations between:
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Benefit enrollment systems
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Human Resources Information Systems (HRIS)
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Payroll deduction records
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Carrier invoices
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Accounts payable records
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General ledger accounts
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Investigate and resolve discrepancies involving:
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Missing payroll deductions
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Overpayments or underpayments
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Carrier billing variances
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Enrollment errors
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Coverage discrepancies
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Review and certify benefit invoices prior to payment processing.
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Reconcile employee-employer benefit contributions and ensure proper allocation of expenses.
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Monitor benefit-related liabilities and accrual balances.
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Develop and maintain reconciliation workpapers and audit trails.
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Serve as the primary liaison between Benefits, Payroll, and Finance regarding benefit deductions and related transactions.
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Validate deduction setup, changes, and terminations within payroll systems.
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Audit payroll deductions for accuracy and compliance.
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Investigate deduction failures and implement corrective actions.
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Support payroll testing during benefit plan changes, annual enrollment, and system implementations.
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Ensure proper coding and accounting treatment of benefit-related transactions.
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Support administration of all benefit vendor invoices and billing processes.
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Coordinate with insurance carriers, retirement plan administrators, and third-party vendors to resolve discrepancies.
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Review carrier eligibility files and enrollment records for accuracy.
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Assist in establishing service standards and performance monitoring for benefits vendors.
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Maintain documentation supporting premium payments and vendor reconciliation activities.
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Conduct periodic audits of benefit enrollment, payroll deductions, and billing records.
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Monitor compliance with applicable regulations including:
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COBRA
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HIPAA
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ACA
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IRS regulations
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Department of Labor requirements
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Prepare and organize documentation requested by internal and external auditors.
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Support annual financial statement audits, Single Audits, and benefit-related compliance reviews.
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Develop corrective actions for identified control deficiencies.
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Develop and produce monthly benefits reconciliation reports.
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Prepare executive dashboards and KPI reporting including:
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Outstanding reconciliation items
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Carrier discrepancies
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Payroll deduction exceptions
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Benefits expense trends
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Participation metrics
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Audit findings
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Analyze data to identify trends, financial risks, and opportunities for process improvement.
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Provide recommendations to leadership regarding benefit administration efficiencies and controls.
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Develop and maintain standard operating procedures related to:
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Benefit enrollments
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Payroll deductions
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Carrier reconciliations
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Vendor payments
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Internal controls
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Audit procedures
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Identify opportunities to improve workflow efficiency, automation, and accuracy.
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Assist with implementation and optimization of ADP and other HRIS technologies.
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Participate in departmental and cross-functional projects.
Supervisory and Management Responsibility
This position directly supervises the Benefits Administrator and Benefits Specialist and is responsible for providing leadership, work direction, coaching, performance feedback, and oversight of day-to-day benefits operations to ensure accuracy, compliance, internal controls, and quality employee service.
Education/Experience/Certificates/Credentials
Work Environment/Physical Demands
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Primarily sedentary office work requiring prolonged periods of sitting and computer use.
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Frequent use of a computer, keyboard, telephone, and other standard office equipment.
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Ability to communicate effectively in person, by telephone, and through electronic communication.
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Ability to review, analyze, and reconcile detailed financial, payroll, benefits, and employee records for extended periods.
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Occasional standing, walking, bending, reaching, and movement throughout the worksite.
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Ability to occasionally lift and carry office materials or equipment weighing up to 20 pounds.
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Work is primarily performed in a professional office environment.
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Regular interaction with employees, leadership, Finance, Payroll, Accounts Payable, benefits vendors, and other internal and external stakeholders.
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May occasionally experience periods of increased workload associated with payroll processing, month-end reconciliation, annual enrollment, audits, benefit plan changes, and other deadlines.
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Occasional travel may be required, generally less than 10%.
I acknowledge that I have reviewed this Position Description and understand the essential functions and expectations of this role.
Employee Name: __________________________
Employee Signature: ______________________
Date: __________________
Supervisor Name: ________________________
Supervisor Signature: _____________________
Date: __________________
