Benefits Coordinator
Benefits Coordinator
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Not Disclosed
Salary Not Disclosed
1 Vacancy
Job Description
GENERAL RESPONSIBILITIES
The role involves various responsibilities related to managing employee benefits programs. This includes offering assistance and information to employees retirees former employees departments and benefit providers regarding their options claims and procedures. It is essential to maintain a high level of confidentiality and privacy when handling employee records and personal information. This position reports to and falls under the direct supervision of the Director of Employee Relations.
ESSENTIAL TASKS
The following duties are normal for this position. The omission of specific statements of duties does not exclude other duties if the work is similar related or a logical assignment for this position. While this is intended to be an accurate reflection of the current job management reserves the right to revise the job description. Other duties may be required and assigned:
BENEFITS ADMINISTRATION
- Administer and coordinate human resource procedures related to employee benefits and retirement programs.
- Collaborate with benefits vendors and brokers on programs including COBRA Flexible Spending Accounts (FSA) group life insurance (standard and optional) medical dental Health Savings Accounts (HSA) and voluntary benefits (shortterm disability cancer and accident insurance).
- Manage nonVirginia Retirement Systems (VRS) 403(b) 457 and Roth plans including monitoring vendor file uploads and completing government reporting requirements.
- Update benefit information on the RCPS website and stay informed of regulations and changes regarding benefits.
- Assist in the implementation of new benefit options and coordinate the benefits surveys as needed.
- Conduct benefit presentations and meetings on new hire enrollment benefit changes and topics relevant to employees (e.g. Open Enrollment and Voluntary Benefits Fair).
- Coordinate the Open Enrollment process working closely with vendors creating benefit materials and assisting employees during the Open Enrollment period.
- Address administrative issues with carrier representatives and respond to employee concerns promptly by conducting thorough research and investigations.
- Ensure compliance with the Health Insurance Portability and Accountability Act (HIPAA) while protecting the privacy security and integrity of Protected Health Information (PHI).
- Manage and administer Qualifying Event changes within the HRIS (Human Resources Information System) Keystone and Keynet enrollment systems.
- Ensure ACA compliance by coordinating data and resources for ACA IRS submissions (e.g. 1094C and 1095C forms).
RETIREMENT PROGRAMS:
- Conduct retirement seminars and coordinate retiree events such as the Retirement Dinner.
- Maintain a relationship with the Virginia Retirement System (VRS) to interpret guidelines and stay updated on changing laws and regulations for retirement plans.
- Collaborate with the City of Roanoke regarding retirement matters and coordinate communications with City Retirement employees about VRS updates.
- Counsel employees on completing forms for the Virginia Retirement System (VRS) for Service and Disability retirement and assist with substantiating significant pay increases for retirees.
- Advise current and former employees regarding prior service and assist in the certification process with VRS for both instate and outofstate services.
COMMUNICATION AND REPORTING:
- Prepare clear and concise reports correspondence procedures and other written materials such as emails guides booklets PowerPoint presentations and handouts regarding benefits.
- Respond to inquiries regarding all aspects of the benefits program; meet with new employees to explain benefit plans.
- Provide data support to the Employee Assistance Program (EAP).
- Provide backup for reimbursements and rebates from ESI UHC and Voya to Fiscal Services.
WELLNESS PROGRAMS:
- Collaborate with the Wellness Program vendor to collect and manage wellness data for enrollment.
- Manage and monitor Wellness and Communication budgets.
- Oversee the Walking Challenge including pulling reports composing emails and generating random drawings.
OTHER DUTIES:
- Work closely with Payroll Finance Information Technology Communications and other departments as needed.
- Coordinate with life insurance providers regarding Accelerated Life claims and Death claims.
- Manage Voya Stop Loss by paying monthly bills providing necessary backups and tracking payments.
- Provide occasional assistance for the administration of employee leave including under the Family and Medical Leave Act (FMLA).
- Perform other duties as assigned.
KNOWLEDGE SKILLS AND ABILITIES
We are seeking a highly skilled individual with a strong understanding of standard office practices and equipment and indepth knowledge of school board policies and procedures related to benefits administration. The ideal candidate will excel at building and maintaining effective working relationships with employees retirees vendors outside contacts and all departments within RCPS. Exceptional communication skills are essential as the role involves interacting clearly and effectively with individuals in potentially stressful situations both verbally and in writing. The candidate must consistently meet daily weekly and monthly deadlines and be proficient in Microsoft Office applications and HRIS or other relevant database programs.
EDUCATION AND EXPERIENCE
Bachelors Degree plus additional courses or seminars related to benefits administration and/or processing. Two to four years experience in benefits or related benefits administration.
PHYSICAL REQUIREMENTS
Work is typically performed in an office setting with occasionally extended periods of time at computer terminals. Occasional visits to offsite school and City locations are required. Occasional program necessity requires working hours beyond set hours and days. Frequent telephonic and occasional personal contact with Department Heads Principals applicants internal and external organizations at City and State levels employees and the public is required. Reasonable accommodation may be provided to enable individuals with disabilities to perform the essential tasks.
WORK ENVIRONMENT
Employees operate in a professional and collaborative environment. This setting is typically indoors and equipped with standard office tools such as computers printers and telephones. The workspace is designed for comfort and productivity featuring ergonomic furniture and adequate lighting.
The office promotes a culture of teamwork and communication encouraging employees to interact with colleagues and different departments to achieve common goals. While the atmosphere is generally calm there may be busy periods with approaching deadlines that require focused attention and efficient time management.
Employees are expected to maintain a professional demeanor and adhere to company policies and procedures. The office fosters a positive and inclusive workplace promoting respect and cooperation among all staff members.
Required Experience:
IC
Employment Type
Full-Time
