The Benefits & Wellness Specialist is an integral role focused on ensuring effective and efficient management of the Benefits and Wellness program, with a focus on reconciling, researching and addressing benefits issues on systems and individual employee levels. In addition, this position will serve as the core liaison with internal partners including payroll, accounts payable, and Information Technology. In this role, the candidate will be the primary contact for handling Benefits HRIS testing and updates in collaboration with IT and Payroll, ensuring systems are working properly. The incumbent will identify needs and serve as lead on process improvement projects with our partners. This position will function as the technical lead for the City’s various employee benefits plans.
Ideal candidates thrive in a fast-paced rewarding environment utilizing expert skills in Excel, Oracle, Benefits systems, critical thinking, and problem solving to successfully manage multiple priorities in a dynamic environment. The candidate will have exceptional verbal and written communication skills. This role requires leadership and a teamwork mentality, as the Benefits & Wellness Specialist will work collaboratively to manage employee requests and assist with processes that impact the functional areas within the City of Richmond, as well as Human Resources.
The ideal candidate will have the ability to:
- Work collaboratively with Information Technology Services and Finance to address critical system changes and updates to the HRIS system.
- Work collaboratively with multiple external vendors to manage City of Richmond accounts (ex. Billing, Wires, Employee account updates) utilizing all vendor employer sites, with a focus on Virginia Retirement System.
- Utilize strong Project Management skills and knowledge to assist with overseeing various Benefits programs.
- Diagnose problems, gathering pertinent information, and identify alternative solutions, follow-up with employees and leadership as needed to resolve issues. Assist with benefit reconciliations as needed.
- Ability to verify and ensure accuracy and validity of moderately complex benefits transactions. Ability to examine HRIS system records to assure adherence to standards and regulations.
- Support organizational goals and initiatives related to automation and process improvements.
- Utilize strong written communication skills to write and develop plans, policies, and procedures. Schedule meetings and track progress of priorities.
Supervision Exercised/Received:- Exercised: This classification typically does not supervise other employees.
- Received: This classification typically reports to a Human Resources Division Chief or other supervisor.
- Note: Other reporting relationships may apply.
ESSENTIAL JOB FUNCTIONS/RESPONSIBILITIES/DUTIES:Data analysis:
- Complete full benefit plan data audits, to include producing reports and providing summaries and detail for system reconciliations.
- Oversight of reporting, administrative functions, plan eligibility and contributions of benefits programs.
- Lead on inbound and outbound integration files, wire transfers, file reconciliations, and file maintenance in collaboration with Finance, IT and Audits.
- Provide oversight and reporting for all plans, programs, and policy in compliance with federal, state, and local regulatory requirements.
- Utilizes data to understand utilization and provide recommendations.
- Performs all additional related duties and responsibilities as required.
Benefits Processes:
- Manage benefits plan components in accordance with ERISA, COBRA, HIPAA, and other federal and state regulations.
- Assist and/or lead in various team projects and initiatives.
- Handles complex and escalated customer service issues, manages issue resolution.
- Conduct benefits information program sessions, provides estimates and coordinates all necessary correspondence with benefit providers and agencies.
- Manage relationships and activities of assigned plan vendors to ensure outstanding customer service and accurate and efficient administration in accordance with plan/program design and legal requirements.
Program Management and Strategy:- Oversee SOP project focused on process improvement solutions, and engage in key projects/duties as assigned.
- Leverage technology to engage in automation projects to increase productivity and efficiencies.
- Communicate/present employee benefit information and plan changes to employees during Open Enrollment, New Hire Orientation, and life events.
- Support RFP processes for new benefits and vendors, as assigned.
- Manage and support other unit programs outside of benefits, such as wellness programming and biometric screenings.
MINIMUM TRAINING AND EXPERIENCE:- 5+ years of Human Resources experience with 3 years in the field of employee benefits.
- Bachelor’s degree in Human Resources, Business Administration, Public Administration, Public Relations / Communications, or a related field.
- An equivalent combination of training and experience (as approved by the department) may be used to meet the minimum qualifications of the classification.
LICENSING, CERTIFICATIONS, and/or OTHER SPECIAL REQUIREMENTS:- Certified Employee Benefits Specialist (CEBS) or HRCI HR Certification (PHR/PHR) or SHRM HR Certification (SHRM-CP) preferred.
PREFERRED TRAINING AND EXPERIENCE:- 4+ years of experience in Benefits Administration.
- 1+ years leading/supervising staff.
- Master’s degree in Human Resources; Business Administration; Public Administration; or a related field.
Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the job. Prospective and current employees are invited to discuss accommodations.
ENVIRONMENTAL HAZARDS: Working conditions may include exposure to travel to other locations within the City of Richmond as well as outside of the City of Richmond; exposure to hazardous physical conditions such as mechanical parts, electrical currents, vibrations, etc.; atmospheric conditions such as fumes, odors, dusts, gases, and poor ventilation; inadequate lighting; intense noise; and environmental hazards such as disruptive people, imminent danger, and a threatening environment.
PHYSICAL REQUIREMENTS AND WORKING ENVIRONMENT: Due to the nature of work assignments, incumbents must be able to perform detailed work on multiple, concurrent tasks with frequent interruptions and under time constraint. The essential duties of this classification may require the ability to regularly finger, talk, hear, see, and perform repetitive motions; frequently walk; and occasionally stoop, reach, stand, push, pull, lift, grasp, and feel. The working conditions may contain environmental hazards. In terms of the physical strength to perform the essential duties, this classification is considered to be sedentary, exerting up to 10 pounds of force occasionally, and a negligible amount of force frequently or constantly to move objects.
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