POSITION TITLE: Benefits Specialist
DEPARTMENT: Protestant Episcopal Cathedral Foundation
(PECF/Foundation) Foundation Shared Services
POSITION TYPE: Full-time/Exempt, 12 months
REPORTS TO: Director of Human Resources
WORKS CLOSELY WITH: PECF Institution Business Offices; PECF Institution Employees
LAST UPDATED December 10, 2021
PECF requires all employees to be fully vaccinated against COVID-19, including any boosters recommended and available to the general public, absent eligibility for medical or religious exemptions.
Coordinates the planning, implementation, compliance and administration of the PECF’s health and voluntary benefit programs, ensuring cost-effectiveness, market-competitiveness and high-quality service. Provides excellent customer service.
DUTIES AND RESPONSIBILTIES:
- Coordinates and administers all activities pertaining to employee benefit programs.
- Provides customer service support to internal and external customers. Develops communication tools to enhance understanding of applicable PECF’s benefits programs. Develops and distributes materials for benefit orientations and open enrollment and maintains HRIS.
- Develops forms and procedures to better facilitate the administration, enrollment, and record-keeping process of programs. Coordinates administrative procedures and documentation processes in accordance with policies and procedures. Establishes and maintains logs, filing, and record keeping systems, and ensures that all relevant departmental records are complete, accurate, and up-to-date.
- Maintains employee benefits data: ensures timely and accurate data input of benefits information into Human Resources information system; coordinates transfer of data to external vendors, plan providers, auditors, and consultants; ensure security and confidentiality of records.
- Prepares and reviews benefit invoices in collaboration with Director for payment; documents invoice discrepancies, resolves discrepancies with vendors and/or internally, allocates expenses to institutions. Processes and reconciles monthly and quarterly invoices.
- Serves as primary contact for applicable plan vendors and third-party administrators. Works effectively to ensure the plans run smoothly and are in compliance with benefit laws. Investigates discrepancies and provides information in non-routine situations.
- Participates in the development of operating goals and objectives for the benefits area; recommends, implements, and administers methods and procedures to enhance operations. Evaluates and revises internal processes to reduce costs and increase efficiency.
- Works closely with HR team, Payroll, and appropriate Business Office representative to ensure accuracy of benefits data; coordinates transfer of data to external vendors, plan providers, auditors, and consultants; and ensure security and confidentiality. Ensures coordination between the benefits and payroll functions, and resolve issues related to an employee’s payroll contributions for benefits.
- Ensures accurate and timely biweekly and semimonthly payroll data entry; audits data and reconciles with monthly invoices in order to assist with meeting compliance and ensure data integrity; produces ad hoc reports.
- Mails, scans, and emails documents; and performs other clerical functions as needed.
- Other duties as assigned.
- Promotes organization support by following policies and procedures, understanding and supporting the mission, goals and values of the organization, and promoting best practices while delivering quality services.
- Uses judgment in decision making by including appropriate people and makes decisions timely.
- Ability to plan and organize work activities, using time efficiently and integrating change smoothly.
- Promotes quality standards while implementing cost saving measures and promoting conservation of organizational resources.
- Coordinates projects, communicates changes and progress and completes projects on time and on budget.
- Responds to request for service and commits to doing the best job possible. Maintains professional and courteous communication. Exhibits good listening and comprehension and keeps others adequately informed.
- Adapts to changes in priorities in the work environment and manages competing demands. Changes approach or method to best fit situation. Able to identify problems and develop alternative solutions.
- Resolves conflicts through the following means; encourages open communication, confronts difficult situations, maintains objectivity and uses negotiation skills.
Minimum Qualifications (education, certification, years’ experience):
- Degree in human resources, business or other relevant area.
- Five or more years’ experience in employee benefits principles, practices, procedures, and documentation, preferably in a non-profit, service-focused environment. Program management experience a plus.
- PECF requires all employees to be fully vaccinated against COVID-19, including any boosters recommended and available to the general public, absent eligibility for medical or religious exemptions.
Knowledge, Skills, Abilities (best practices, teambuilding, detail oriented):
- Knowledge of contemporary principles of human resources management and best practices; employment and benefit laws, and current trends in HR.
- Ability to write reports and business correspondence. Ability to present information and respond to questions from managers and employees effectively, either individually or in groups.
- Ability to define problems, collect data, establish facts, and draw valid conclusions.
- Ability to plan and evaluate programs.
- Excellent interpersonal and communications skills; customer-service orientation; ability to function effectively as a team member or leader as evolving circumstances dictate. Ability to work effectively with a wide range of constituents in a diverse community.
- Ability to manage multiple complex tasks and/or projects simultaneously; ability to maintain composure under pressure. High degree of attention to detail; commitment to excellence in all aspects of work.
- Ability to make administrative and procedural decisions and judgments.
- Ability to maintain confidentiality of records and information.
- Strong computer skills including Microsoft Office, especially Excel, human resources/payroll systems and report writing software (UKG Preferred)
Working Conditions (Schedule, Physical Demands):
- The position requires prolonged sitting, standing, walking, reaching, twisting, turning, kneeling, bending and stooping in the performance of daily activities.
- The position also requires grasping, repetitive hand movement and fine coordination in preparing reports using a computer keyboard.
- The position also requires near and far vision for reading and preparing written reports and other required documents.
- Acute hearing is also required when providing phone assistance.
- The need to lift, drag, push and pull files, reports and other materials weighing up to 25 pounds is also required.
- Potential for weekend work on rare occasions and extended hours during open enrollment.