Key Responsibilities and Required Skills for Employee Benefits Specialist

🎯 Role Definition

Are you passionate about employee well-being and an expert in the intricate world of benefits administration? This role requires a dedicated and knowledgeable Employee Benefits Specialist to become a cornerstone of our People & Culture team. In this pivotal role, you will act as the primary resource for all our benefits offerings, including health and wellness programs, retirement plans, and leave of absence management. You will serve as a trusted advisor to our employees, empowering them to understand and maximize their total rewards package. This position offers a unique opportunity to make a tangible, positive impact on our employees' lives while ensuring our benefits programs remain competitive, compliant, and perfectly aligned with our company's strategic goals.

📈 Career Progression

Typical Career Path

Entry Point From:

HR Coordinator
Benefits Assistant / Administrator
Payroll Specialist

Advancement To:

Senior Benefits Specialist
Benefits Manager
Total Rewards Manager

Lateral Moves:

HR Generalist
Compensation Analyst
HR Business Partner

Core Responsibilities

Primary Functions

Manage the day-to-day administration of all employee benefit programs, including medical, dental, vision, life insurance, short-term and long-term disability, flexible spending accounts (FSA), and health savings accounts (HSA).
Serve as the primary point of contact for employees, addressing their benefits-related inquiries, resolving complex issues, and guiding them through qualifying life events with empathy and expertise.
Lead the end-to-end annual open enrollment process, including collaborating with brokers on plan renewals, configuring the HRIS, developing communication materials, hosting informational sessions, and conducting post-enrollment audits.
Ensure strict compliance with all federal, state, and local regulations, including but not limited to ERISA, COBRA, FMLA, ADA, HIPAA, and the Affordable Care Act (ACA), by staying current on legislation and recommending necessary actions.
Administer all leave of absence (LOA) requests, including FMLA, parental leave, and disability leave, by managing all communications, documentation, and coordination between employees, managers, and third-party administrators.
Reconcile and process monthly invoices from benefits carriers, ensuring accuracy of enrollments and deductions, and collaborate closely with the payroll and finance teams to resolve any discrepancies.
Develop and distribute clear, engaging, and comprehensive communication materials to enhance employee understanding and appreciation of their benefits package throughout the year.
Act as the liaison between the company, employees, and benefits vendors/brokers, fostering strong relationships and ensuring service level agreements are met to resolve claims and administrative issues effectively.
Conduct regular and thorough audits of benefits data within the HRIS and vendor systems to maintain data integrity and ensure seamless integration and accuracy across all platforms.
Partner with the benefits broker to analyze market trends, benchmark current offerings, and evaluate new programs to ensure our benefits package remains competitive and attractive.
Oversee the administration of the 401(k) retirement plan, including processing enrollments, contribution changes, rollovers, loans, and distributions, and assisting with annual audits and non-discrimination testing.
Prepare and file all legally required reports and notices, such as Form 5500, Summary Annual Reports (SARs), and other compliance-related disclosures in a timely and accurate manner.
Maintain and update all benefits documentation, including Summary Plan Descriptions (SPDs), plan documents, and internal resources available to employees on the company intranet or knowledge base.
Facilitate the benefits portion of the new hire orientation program, effectively presenting the company's offerings and ensuring new employees are enrolled correctly and promptly.
Analyze benefits utilization data and cost trends to provide insights and recommendations for cost-containment strategies and future plan design enhancements.
Manage the company's wellness program initiatives, from planning and communication to execution of events like health fairs, fitness challenges, and financial wellness seminars.
Administer all aspects of COBRA for terminated employees, from initial notification to ongoing administration, ensuring full compliance with federal guidelines.
Handle the administration of ancillary benefit programs such as tuition reimbursement, commuter benefits, employee assistance programs (EAP), and other company perks.
Document and continuously improve all benefits-related processes and workflows to increase operational efficiency and enhance the employee experience.
Support M&A activities by assisting with benefits due diligence and integration efforts to ensure a smooth transition for acquired employees.

Secondary Functions

Assist the broader HR team with cross-functional projects and company-wide initiatives, providing benefits expertise as required.
Support the payroll department by providing timely and accurate reports on employee benefit deductions, contribution changes, and imputed income.
Participate in the development and launch of new benefits programs or perks designed to enhance our employee value proposition.
Coordinate logistics for virtual and on-site benefits fairs, wellness events, and retirement planning workshops.

Required Skills & Competencies

Hard Skills (Technical)

Deep knowledge of federal, state, and local benefits regulations, including ERISA, COBRA, FMLA, ADA, Section 125, and the Affordable Care Act (ACA).
High proficiency in Human Resource Information Systems (HRIS), such as Workday, ADP Workforce Now, or SAP SuccessFactors, for benefits administration and reporting.
Advanced Microsoft Excel skills (PivotTables, VLOOKUP, complex formulas) for data analysis, reporting, and invoice reconciliation.
Hands-on experience with benefits administration platforms and navigating vendor portals for enrollment management and issue resolution.
Comprehensive understanding of 401(k) and retirement plan administration, compliance, and auditing procedures.
Experience managing all types of leave of absence (LOA) administration, including state-specific leave laws.
Familiarity with the structure and financial implications of both fully-insured and self-funded health plans.
Proven ability to conduct data audits and reconcile complex datasets to ensure a high degree of data integrity.
Experience managing an end-to-end open enrollment cycle, from system testing to employee communications and audits.
Knowledge of compliance reporting requirements, including Form 5500 filings and non-discrimination testing.
Strong project management skills to effectively plan and execute benefits initiatives and annual processes.

Soft Skills

Exceptional interpersonal and communication skills, with the ability to explain complex benefits information with clarity, empathy, and patience.
Strong analytical and critical-thinking skills to identify trends, diagnose problems, and develop effective solutions.
Meticulous attention to detail and a commitment to accuracy, especially when handling sensitive employee data and financial information.
Superior organizational and time-management skills to juggle daily tasks, urgent requests, and long-term projects simultaneously.
A profound sense of empathy and a customer-centric mindset to provide outstanding support to employees.
Unwavering integrity and the ability to maintain strict confidentiality and handle sensitive matters with discretion.
Proactive, resourceful, and self-motivated with the capacity to work independently while also thriving in a collaborative team environment.
Strong vendor management and relationship-building abilities to ensure effective partnerships with external providers.

Education & Experience

Educational Background

Minimum Education:

Bachelor's Degree

Preferred Education:

Professional certification such as Certified Employee Benefit Specialist (CEBS), SHRM-CP, or PHR.

Relevant Fields of Study:

Human Resources
Business Administration
Finance
Psychology

Experience Requirements

Typical Experience Range: 3-5 years of direct, hands-on experience in the administration of employee benefits programs.

Preferred: Experience in a fast-paced, high-growth corporate environment. Specific experience with self-funded insurance plans, benefits system implementations, and managing benefits for a multi-state employer is highly desirable.