Key Responsibilities and Required Skills for Employee Benefits Officer

🎯 Role Definition

As an Employee Benefits Officer, you are the cornerstone of our employee value proposition, responsible for the meticulous administration and strategic management of our comprehensive benefits programs. This role serves as the primary advocate and resource for our team members, guiding them through their benefits journey from health and wellness to retirement planning. You will ensure our offerings are competitive, compliant, and effectively communicated, directly contributing to employee satisfaction, retention, and overall well-being. Your expertise will be critical in managing vendor relationships, navigating complex regulations, and providing data-driven insights to shape the future of our total rewards strategy.

📈 Career Progression

Typical Career Path

Entry Point From:

Human Resources Coordinator
HR Assistant
Payroll Specialist

Advancement To:

Employee Benefits Manager
Senior Benefits Analyst
Total Rewards Manager

Lateral Moves:

HR Generalist
Compensation Analyst

Core Responsibilities

Primary Functions

Manage the day-to-day administration of all employee benefit programs, including medical, dental, vision, life insurance, short- and long-term disability, FSA, HSA, and commuter benefits.
Serve as the primary subject matter expert and point of contact for all employee inquiries regarding benefits eligibility, plan provisions, enrollment, and life event changes.
Spearhead the annual open enrollment process, including project planning, system configuration, developing communication materials, hosting employee meetings, and ensuring accurate data transmission to carriers.
Reconcile, audit, and process monthly premium invoices from all benefit carriers, ensuring accuracy and facilitating timely payment while resolving any billing discrepancies.
Guarantee full compliance with all federal, state, and local regulations, including ERISA, ACA, COBRA, HIPAA, and FMLA, through diligent process management and reporting.
Administer all corporate leave of absence programs (FMLA, short/long-term disability, parental leave), serving as the liaison between employees, managers, and disability carriers.
Develop and execute a multi-channel benefits communication strategy to educate employees and increase engagement, including new hire orientations, newsletters, and benefits portal content.
Manage relationships with benefit brokers, carriers, and third-party administrators, participating in regular performance reviews to ensure high levels of service and cost-effectiveness.
Process and audit 401(k) plan contributions, loan repayments, and hardship withdrawals each payroll cycle, and provide support for the annual plan audit and non-discrimination testing.
Maintain impeccable data integrity of all benefits-related information within the Human Resources Information System (HRIS), processing all enrollments and changes accurately.
Act as a compassionate and effective liaison between employees and insurance providers to resolve complex and sensitive claim and eligibility issues.
Support the renewal and negotiation process by analyzing plan utilization data, benchmarking benefit offerings, and evaluating the cost-impact of proposed plan design changes.
Prepare and file all required annual compliance reports, including Form 5500s and Affordable Care Act (ACA) 1094-C and 1095-C forms.
Administer and promote company-wide wellness programs and initiatives, tracking participation and assessing program effectiveness to foster a culture of health.
Manage the administration of ancillary benefit programs such as tuition reimbursement, employee assistance programs (EAP), and other voluntary benefits.
Conduct regular audits of benefits enrollment, payroll deductions, and dependent eligibility to ensure accuracy and prevent financial discrepancies.
Document and continuously improve benefits administration processes and workflows to enhance operational efficiency and the employee experience.
Partner closely with the Payroll department to guarantee precise processing of all benefit-related deductions, contributions, and imputed income calculations.
Participate in benefits and compensation surveys to gather market data, analyzing results to assess the competitiveness of the company's total rewards package.
Onboard new hires by conducting detailed benefits orientation sessions, ensuring they fully understand their benefit options and how to enroll.

Secondary Functions

Support ad-hoc benefits reporting requests and perform exploratory analysis on benefits utilization, cost trends, and program effectiveness.
Contribute to the development of the total rewards strategy by providing data-driven insights on benefits trends and employee feedback.
Collaborate with Finance, Payroll, and Legal departments to ensure seamless integration and compliant administration of all benefit programs.
Participate in HR project planning and cross-functional team meetings for implementing new benefits systems or wellness initiatives.

Required Skills & Competencies

Hard Skills (Technical)

Benefits Legislation Mastery: Deep understanding of federal and state regulations including ERISA, ACA, COBRA, HIPAA, FMLA, and Section 125.
HRIS Proficiency: Hands-on experience with major HRIS platforms such as Workday, ADP Workforce Now, Oracle HCM, or SAP SuccessFactors for benefits administration.
Advanced Excel Skills: Ability to utilize advanced functions like VLOOKUP, pivot tables, and complex formulas for data analysis, reporting, and invoice reconciliation.
Benefits Administration Platforms: Experience navigating and managing various carrier and third-party administrator online portals.
401(k) Administration: Strong knowledge of 401(k) plan administration, compliance testing, and audit support procedures.
Project Management: Proven ability to manage complex projects with multiple stakeholders, such as annual open enrollment, from start to finish.

Soft Skills

Empathy & Interpersonal Skills: Ability to handle sensitive and confidential situations with tact, professionalism, and compassion.
Exceptional Communication: Capacity to explain complex benefit concepts clearly and concisely to diverse audiences, both verbally and in writing.
Analytical & Problem-Solving: A meticulous approach to identifying discrepancies, analyzing trends, and resolving complex employee or system issues.
Extreme Attention to Detail: A commitment to accuracy in data entry, invoice reconciliation, and compliance-related tasks.
Confidentiality and Discretion: Unwavering integrity in handling sensitive employee personal health and financial information.
Customer Service Orientation: A dedicated and patient approach to assisting employees and providing a positive benefits experience.

Education & Experience

Educational Background

Minimum Education:

Bachelor's Degree or equivalent practical experience in a related field.

Preferred Education:

Bachelor's Degree in Human Resources, Business Administration, or Finance.
Certified Employee Benefit Specialist (CEBS), PHR, or SHRM-CP certification is highly desirable.

Relevant Fields of Study:

Human Resources Management
Business Administration

Experience Requirements

Typical Experience Range:

3-5 years of progressive, hands-on experience in the administration of employee health, welfare, and retirement benefit programs.

Preferred:

Experience managing benefits in a multi-state environment.
Prior involvement in managing self-funded health plans and annual renewal negotiations.
Proven experience leading an end-to-end open enrollment cycle for a mid-to-large-sized organization.