Benefits Coordinator at City of… · City of…

CITY OF HENDERSON, KENTUCKY
CLASSIFICATION SPECIFICATION

CLASSIFICATION TITLE: BENEFITS COORDINATOR



PURPOSE OF CLASSIFICATION

The purpose of this classification is to provide clerical and administrative support to the Benefit’s division. Duties include, but are not limited to, processing employee enrollment into dental , health, vision and additional benefit programs, maintaining and updating files, and assisting employees as needed with claims and inquiries, serving as City’s Privacy Officer for the Health Plan. Assist with payroll-related, employment-related, modified duty-related and workers’ compensation-related duties.

ESSENTIAL FUNCTIONS

The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.

•Enrolls new employees into benefits programs; conducts benefits portion of the orientation process with new employees; reviews various benefit programs; answers inquiries and ensures accuracy of completed enrollment forms; forwards completed forms to appropriate carriers.
•Answers benefit questions for all employees and departments; ensures employees receive accurate information and maintains appropriate level of confidentiality; initiates problem resolution on unpaid claims; research files and on-line claims details or contacts third-party administrator (TPA); assists employee in completing claims form if needed;
•The Benefits Coordinator with the longest time in the position serves as Privacy Officer for the City’s health plan; provides oversight of compliance with policies and procedures related to the protection of protected health information and federal and state regulations related to a covered person’s privacy.
•Maintains appropriate employee files as well as routine reports received from TPA; reviews all copies for eligibility and amount of benefits paid per special payment provisions.
•Attends meetings and consults with TPA’s service representatives to discuss or clarify health issues or proposals.
•Participates in open enrollments for various benefit plans; provides information to employees regarding eligibility and plan provisions; enrolls, terminates, or changes plan level for employees as needed and forwards updates to carrier, department and/or agency.
•Provides departments with information pertaining to open enrollments; distributes notices of meeting schedules and premium changes; contributes items to newsletter to educate employees or clarify health plan issues or procedures.
•Conducts exit interviews for terminating city employees; reviews COBRA options with employees and completes appropriate exit reports; notifies COBRA recipients of coverage changes; and answers related inquiries.
•Forwards information regarding health, dental, flexible spending accounts, or supplemental insurance enrollments/terminations to appropriate carriers; prepares coverage history for current terminating employees.
•Reviews a variety of billings, vouchers, explanations of benefits forms, workers compensation injuries reports, human resources reports and related documents; utilizes, files, and/or forwards as appropriate; forwards COBRA payments from carriers to Finance.
•Prepares a variety of reports, computations, forms, correspondence, newsletter articles, and related documentation; files copies, utilizes, and/or forwards to appropriate individual or department; prepares benefits data as needed for surveys/questionnaires used in comparison studies.
•Consults with assigned health representatives of various city departments/divisions to update records and to explain new programs.
•Reviews administrative billing and detail report; updates employee counts and billing amounts as needed; prepares vouchers for payment; reconciles amount of claims billing with financial institution’s wire transfer department; approves transfers and prepares vouchers.
•Ensures accuracy of billing from Employee Assistance program, updates as needed, and prepares vouchers.
•Serves as liaison between the city and various benefit representatives including Kentucky Public Pension Authority Kentucky Deferred Compensation Authority, insurance carriers, network provider, and the medical community; confirms eligibility, coverage, or plan revisions; answers correspondence from carriers, health insurance companies, government agencies, and former employees; responds to inquiries from claims department staff of TPA.
•Reviews city’s medical awareness forms which report employee use of prescription medicine; determines possible side effects for employees in high-risk positions; notifies Human Resources Director for appropriate action.
•Operates a personal computer and general office equipment as necessary to complete essential functions, to include the use of word processing, spreadsheet, database, or other system software.
•Monitors, tracks, and maintains appropriate files and records for FMLA, and communicates with affected employees, supervisors, department heads, and department payroll processors as needed.
•Serves as the primary contact on workers’ compensation duties.
•Monitors, tracks, and maintains appropriate files and records and communicates with employees on modified duty. Communicates through the Human Resources Specialist with employees on work-related modified-duty assignments.
•Assists in processing evaluations after accuracy and completeness verified. May process personnel change forms.
•Assists in preparation of monthly report for department, regarding new hires, terminations, promotions, demotions, hearings, training, examination, benefit activity and related actions.
•Prepares documents for orientation benefits enrollment of new employees such as life insurance, retirement, personal data, tax data, policies, manuals, and related documentation; prepares documents for exit interviews; completes employment verifications.
•Maintains, stores, and retrieves departmental information on/from hard copy files and software programs; gathers and compiles a variety of statistical information; maintains personnel records of all city employees.
•Assists in preparation of department payroll and leave slips as required; verifies employee attendance records for accuracy on payroll.
•Data entry of personnel changes and related data into the personnel/payroll system; updating employee files to document personnel action and to provide information to payroll and other purposes.
•Review and process wage assignment deductions, cafeteria plan deductions, and various membership deductions into the personnel/payroll system. Prepares appropriate communication to affected employees and entities. Reconcile invoices and prepares for payment.
•Assists in completion of employment/income audits from a variety of sources.
•Answers multi-line telephone, directs calls, and takes messages; responds to inquiries/complaints by telephone, in person, and by mail and other receptionist related duties for the department as needed.
•Picks up, sorts, and distributes in-coming mail; processes out-going mail and packages daily as needed.
•Maintain HIPAA training annually to protect confidentiality.
•Invoice HMP&L for EAP, Administrative fees & Flexible Spending Account.
•Maintains employee eligibility for Employee Clinic. Reconciles and pays invoice for Employee Clinic & EAP.
•Maintains regular and predictable in person attendance during regular business hours of the City of Henderson is required.
•Must undergo and successfully complete drug test and alcohol screening prior to employment and undergo and successfully complete future drug test and/or alcohol screening pursuant to the City’s drug and alcohol policy.

ADDITIONAL FUNCTIONS
•Assists with answering phones and assisting patrons at the front desk.
•Performs other related duties as required, necessary, or assigned.



MINIMUM QUALIFICATIONS

High school diploma or GED required; Associate degree with course work in human resources, benefits administration or business preferred; supplemented by one (1) year previous experience and/or training involving benefits administration; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.


PERFORMANCE APTITUDES

Data Utilization: Requires the ability to review, classify, categorize, prioritize, and/or analyze data. Includes exercising discretion in determining data classification, and in referencing such analysis to established standards for the purpose of recognizing actual or probable interactive effects and relationships.
Human Interaction: Requires the ability to apply principles of persuasion and/or influence over others in coordinating activities of a project, program, or designated area of responsibility.
Equipment, Machinery, Tools, and Materials Utilization: Requires the ability to start, stop, operate, and monitor the functioning of equipment, machinery, tools, and/or materials used in performing essential functions.
Verbal Aptitude: Requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data and information.
Mathematical Aptitude: Requires the ability to perform addition, subtraction, multiplication, and division; the ability to calculate decimals and percentages; the ability to utilize principles of fractions; and the ability to interpret graphs.
Functional Reasoning: Requires the ability to apply principles of rational systems; to interpret instructions furnished in written, oral, diagrammatic, or schedule form; and to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objectives.
Situational Reasoning: Requires the ability to exercise judgment, decisiveness and creativity in situations involving evaluation of information against measurable or verifiable criteria.


ADA COMPLIANCE

Physical Ability: Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or workstation.
Sensory Requirements: Some tasks require the ability to perceive and discriminate sounds and visual cues or signals. Some tasks require the ability to communicate orally.
Environmental Factors: Essential functions are regularly performed without exposure to adverse environmental conditions.

This job description does not constitute a contract of employment. Any oral or written statements or promises to the contrary are hereby expressly disavowed and should not be relied upon by any prospective or existing employees. This job description is subject to change by the employer (the City of Henderson) at the discretion of the employer, or as the needs of the employer and/or requirements of the job change. The City of Henderson explicitly reserves the right to modify any of the provisions of this job description at any time and without notice. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties or essential functions does not exclude them from the position if the work is similar, related, or a logical assignment to the position.