2H50

                                                                    PAY RANGE:  N25

BENEFITS ADMINISTRATOR

GENERAL DEFINITION

          This is technical benefits work managing and supervising all administrative activities and tasks for an assigned citywide benefits program for either all active municipal employees or retirees through a subordinate supervisor.  The employee in this class assists the Deputy Director of Human Resources in the evaluation and analysis of benefit contracts, request for proposals, existing programs, proposed enhancements or modifications to existing and new programs and the analysis of demands and the development of proposals during the procurement and bidding process for the areas of assignment.  The employee in the Active Employees Assignment administers all health and welfare plans for active City employees in the City Administered Plan. The employee in the Retired Employees Assignment administers all health and welfare plans for retired City employees.  The Benefits Administrator serves as the liaison for health plan vendors departmental officers. Of major significance to the work is understanding and explaining the benefits and benefit regulations to City and departmental officials, employees, representatives of employee organizations and insurance carriers.   Work is performed under the direction of the Deputy Director of Human Resources.

TYPICAL EXAMPLES OF WORK (ILLUSTRATIVE ONLY)

ALL ASSIGNMENTS

          Assists Deputy Director of Human Resources in the evaluation and analysis of existing programs, proposed enhancements or modifications to existing programs as well as new programs; assists in contract negotiations and oversight of the contracting conformance process; researches, plans, and develops proposals  for new benefits programs and recommends revisions to existing programs; participates in negotiations  with insurance carriers to obtain best employee coverage and cost to city; assist management in the proposal of new and revised benefits to city officials; participates in their review and selection; prepares specifications for new benefits program; participates in the review of bid prices and recommends acceptance or disapproval of programs and providers of service.

Provides financial assistance to management, including maintaining data bases of relevant benefit financial information; maintains accurate and complete files on benefit provider/carriers regarding plan descriptions, contracts, amendments and other benefit related documents; documenting and reconciling balances of funding documents; assists in developing and revising budget models; reconciles payment variances with vendors and initiating corrective action with management;  Identifies cost reduction opportunities.

Oversees COBRA benefits program, including COBRA open enrollment by designing forms and providing plan information to COBRA participants; set up yearly elections.

Executes court-mandated benefits filings, including Medicare Retiree Drug Subsidy and future filing that may be a result of the health care reform initiative.

Prepares instructional manuals, procedures and communication materials; confers with Deputy Director, departmental managers, and associates to develop training programs addressing specific benefit problems and concerns; conducts department specific training programs; revises training programs when appropriate.

          Confers with employees, departmental officials, insurance carriers and representatives of employee organizations to assist support staff in resolving complex problems relating to insurance coverage or claims and disability cases; informs and elicits information from departmental officials and employee organizations regarding the benefits program and individual cases; serves as liaison with city officials, representatives of employee organizations, municipal agencies, other jurisdictions and insurance carriers for planning purposes.

Keeps current with industry trends and other pertinent information on benefits programs; oversees ongoing tracking and monitoring of monthly claims spending, ensures the timely reimbursement of stop loss claims.

          Reviews benefits administration procedures to insure prompt, accurate processing of claims.

          Manages the Human Resources Benefits information System to ensure accurate employee information and maintenance of benefits; trains staff to ensure accurate information in the system; serves as liaison with information technology personnel to assure accurate reporting and reporting of necessary information.

          Assists Deputy Director in the management and coordination of the City’s disease management and wellness initiative; makes recommendations on the development and implementation of employee education and integrated communication plans, including organizing communication and materials required; takes appropriate measures to ensure that employees are provided with current and accurate information with respect to employee benefits; arranges and conducts individual and group counseling sessions to explain benefits to effective employees.

Assigns and reviews the work of a group of employees engaged in day-to-day benefit administration and customer service, including processing claims, maintaining necessary records and informing employees of specific benefits, regulations and other provisions; provides oversight and direction for staff on eligibility determination and issues, adherence to eligibility processes and guidelines for new enrollees, employee status changes and other questions involving plan participants.

          Directs the administration of annual open enrollment, directs training for central agency and operating department human resources personnel for yearly open enrollment.

          Prepares and writes periodic and special reports.

          Performs related work as required.

Active Employees Assignment

          Directs secondary job placement program for permanently and partially disabled municipal employees; explains benefits and options to such employees; evaluates work skills and limitations of disabled employees and refers them to departments for placement; advises such employees with problems in secondary job and confers with departmental personnel officers to resolve problems.

          Directs unemployment compensation program through subordinate employee; ensures compliance with state regulations; reviews office operating procedures to expedite processing of claims; confers with city officials and state employment security representatives.

Retired Employees Assignment

          Serves as designee on Board of Pensions; participates in hearing panels to represent Office of Human Resources for Board of Pensions.

          Ensures compliance with timelines and guidelines for retiree benefits; communicates with federal government and employees to ensure benefits’ coverage.

          Participates in negotiation for post-City benefits’ credit program and administers program.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

KNOWLEDGE OF:

• Complex employee health benefits plans typical of public sector employers, such as Health, Life, Dental, and Vision Insurance, PPO/HMO Health Plans, prescription programs, wellness programs, and flex spending accounts.
• Knowledge of Medicare and Disability Insurance
• Knowledge of all collective bargaining for active employees’ Health and Welfare Plans
• self-insured employee benefits programs
• Federal and/or state regulations affecting the administration of benefit plans, such as FMLA, COBRA, HIPAA, IRS regulations, PPACA.

· the principles and practices of human resources administration

• Microsoft Word, Excel, and Outlook

· HRIS software and benefit enrollment systems

· the practices and procedures used in the supervision and administration of an employee benefit program

· the current trends, developments and practices in employee benefits

· the methods and techniques of employee interviewing and counseling

· supervisory principles and practices.

· standard computer software packages used for word processing, spreadsheets, presentations, and database management.

· principles and provisions of the City's Pension and Retirement Program for the Retired Employees Assignment and their application to make eligibility determinations the application of benefits under the acts pertaining to age out and survivor’s insurance for the Retired Employees Assignment

· rules and regulations related to Medicare and Social Security for the Retired Employees Assignment

SKILL IN:

• Benefit administration

· Financial and data analysis

· communicating with diverse stakeholders

ABILITY TO:

· Understand, decipher complex benefits matters and make educated decision in the field of benefit administration

· Read and interpret benefits related to federal legislation, regulations and guidelines.

· Compile benefits data and prepare reports for consultants and providers.

· Participate in the preparation of requests for proposals (RFP).

· Analyze proposals and identify the proposals that best meet needs of the City.

· plan, assign and review the work of a number of personnel

· learn and implement the specific provisions of the municipal insurance program contracts

· Learn to use the City’s HRIS software and vendors’ proprietary software

· learn and administer the specific provisions of the state unemployment compensation program

· Analyze financial data

· Maintain a high level of integrity with regard to the confidential nature of the position.

· Present and explain information to all levels of management and employees in a clear, concise and professional manner

· express oneself effectively, both orally and in writing

· establish and maintain effective working relationships with city officials, associates, city employees, insurance carriers and others

· develop and maintain computerized records and a data base for the area of specialization.

· Work in a fast based department with competing priorities.

· analyze and review a high volume of data related to retiree benefits for accuracy for the Retired Employees assignment

· interpret and apply procedures required for the administration of defined benefit and defined contribution plans for retiree benefits for the Retired Employees assignment

MINIMUM ACCEPTABLE TRAINING AND EXPERIENCE (The following statement represents the minimum training and experience standards which will be used to admit or reject applicants for tests.  Applications submitted by candidates for this class will be reviewed based on training and experience requirements as approved on 10/22.)

EDUCATION:

          Completion of a bachelor’s degree program at an accredited college or university.

AND

GENERAL EXPERIENCE:

Four years of professional employee benefits experience.

AND

SPECIFIC EXPERIENCE:

          Three years of supervisory experience for a large* government or private organization with responsibility for the administration of an active employee benefits and wellness program or retiree benefits program which has included serving as the primary liaison with insurance carriers and benefits consultants.

*500 or more employees or $7M in annual revenues

NOTE:  Completion of a Master’s degree may substitute for one year of the general experience.

OR

Any equivalent combination of acceptable education and experience determined to be acceptable by the Office of Human Resources that includes possession of a bachelor’s degree from an accredited college or university and the specific experience.

PHYSICAL AND MEDICAL REQUIREMENTS

          Ability to physically perform the duties and to work in the environmental conditions required of a position in this class.

                                                         Class Established - 11/71

 Spec. Revision - 12/80

Spec. Revision:

CSC – 4/11; Ad. Board – 5/11

Spec. Revision:

CSC – 7/16

Ad. Board – 8/16

Spec. Revision:

CSC – 8/16

Ad. Board – 10/16

Latest Spec. Revision:

CSC – 9/22

Ad. Board – 10/22

JL