Benefits Specialist

Overview

POSITION TITLE (Oracle title)

BENEFITS SPECIALIST

WORKING TITLE

Benefits Specialist

SCHOOL/DEPARTMENT

Compensation Services

LOCATION

Crossroads III, Cary, NC

PAY GRADE

Noncertified Grade 26

FLSA STATUS

Nonexempt

ELIGIBILITY FOR EMPLOYMENT CONTRACT

No

WORK WEEK SCHEDULE

Monday-Friday (occasional evenings and weekends) Position is available for a hybrid telework workweek

POSITION PURPOSE:

Oversees the review of employee benefit transactions to ensure compliance with plan eligibility criteria and adherence to regulatory requirements. Ensures timely and accurate processing of plan premiums within designated payroll cycles, in full alignment with state and federal laws. Acts as the primary point of contact for employee inquiries regarding benefits, providing expert guidance and resolution.

MINIMUM QUALIFICATIONS:

KNOWLEDGE, SKILLS, AND ABILITIES (KSAs)

• Extensive knowledge and understanding of various employee benefits (e.g., health insurance, retirement plans, FSA/HSA, life insurance) and enrollment procedures;
• Comprehensive knowledge of federal and state regulations (ERISA, COBRA, HIPAA, ACA, FMLA) and the ability to ensure compliance in benefits administration;
• Comprehensive knowledge in HRIS, benefits administration software, payroll systems, and EDI systems for benefit deductions and vendor communications;
• Considerable knowledge of Microsoft Office, specifically Word, Excel, and PowerPoint; Google Apps;
• Knowledge of payroll processes and integration with benefits deductions (health, retirement) and familiarity with reconciling benefits-related deductions with payroll systems and general ledgers;
• Skilled in ensuring accurate reconciliation of benefit premiums and deductions, identifying discrepancies, and troubleshooting issues;
• Strong analytical skills to identify trends, discrepancies, and opportunities for improvement in benefits data;
• Excellent organizational skills for managing multiple tasks, prioritizing work, and maintaining detailed records, especially during high-volume periods (e.g., open enrollment);
• Effective problem-solving skills for addressing issues related to benefits administration, payroll deductions, and vendor errors;
• Critical thinking and problem-solving skills;
• Strong research and analysis skills;
• Ability to manage relationships with third-party vendors, troubleshoot issues, process claims, and negotiate terms effectively;
• Ability to educate employees about benefits options, eligibility, and deadlines, ensuring informed decision-making;
• Ability to provide timely support to employees on benefits inquiries and ensuring a high level of satisfaction;
• Ability to stay updated on evolving benefits regulations and adapt practices to ensure compliance;
• Ability to develop short and long-term initiatives;
• Ability to complete complex tasks and minimize errors with attention to detail;
• Ability to work independently and complete tasks in the absence of clear direction;
• Ability to communicate clearly and concisely both in oral and written form using a variety of communication techniques and tools to ensure the appropriate flow of information, collaborative efforts, and feedback;
• Ability to establish and maintain effective working relationships with school officials, administrators, teachers, support staff, vendors, and federal and state contacts.

EDUCATION, TRAINING, AND EXPERIENCE

• High school diploma or GED equivalent; AND
• Three years of experience in benefits, payroll, or related experience; OR
• Associates degree from a regionally accredited college or university; AND
• One year of experience in benefits, payroll, or related experience.

CERTIFICATION AND LICENSE REQUIREMENTS

• Must hold and maintain a valid motor vehicle operator's license according to the State of NC requirements.

Preferred Qualifications

• Experience working with Oracle-based accounting or payroll and benefits systems;
• Extensive knowledge of Wake County Public School System (WCPSS) or other state agency benefit offerings.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

1. Analyzes and verifies all employee benefit transactions, including new enrollments, plan modifications, and cancellations, by reviewing them within the online benefit platform; ensures compliance with eligibility criteria, plan guidelines, and applicable state and federal regulations prior to approval or denial.
2. Ensures the accurate and timely setup of benefit premium deductions, aligning them with the correct payroll processing period and pay frequency to maintain consistency in financial reporting.
3. Acts as the primary point of contact for employee benefit-related inquiries, systematically addressing or escalating issues according to established departmental protocols, to optimize response efficiency and resolution accuracy.
4. Identifies discrepancies in premium calculations, including overpayments and refunds, resulting from qualifying life events, coverage changes, terminations, and other scenarios; processes necessary adjustments, communicates changes to employees, and initiates actions for either premium collection or refund as appropriate.
5. Maintains a comprehensive understanding of applicable laws and regulations governing all WCPSS employer- sponsored benefit plans to ensure compliance and mitigate potential legal risks.
6. Monitors and audits employee benefit eligibility based on employment status, applying a data-driven approach to maintain consistency and accuracy in plan participation.
7. Conducts peer review of daily keying reports submitted by other Benefits Specialists to ensure the precision of payroll deductions, thereby contributing to operational accuracy and reducing discrepancies.
8. Establishes clear documentation requirements for employees initiating qualifying life event changes, ensuring that proper verification is provided for dependents added to coverage and aligning with regulatory standards.
9. Assesses requests for benefits enrollment outside of designated periods by evaluating the validity of exceptions; submits formal requests to benefit carriers for review and communicates final determinations to employees in writing.
10. Provides analytical support to the Benefits Coordinator in the monthly premium reconciliation process, conducts benefit audits, and contributes to related tasks to ensure financial integrity and operational efficiency.
11. Collaborates with Employee Relations to troubleshoot and resolve issues related to Workers' Compensation claims
12. Calculates and analyzes final payouts, including annual leave, bonus leave, longevity, and sick leave on behalf of employees terminating employment from a Workers' Compensation or Disability status.
13. Analyzes and calculates the appropriate number of days for Workers' Compensation supplemental pay and inputs data into Oracle for accurate tracking.
14. Performs other related duties, as assigned.

WORK ENVIRONMENT/PHYSICAL REQUIREMENTS

This job operates in a professional office environment and has a noise level of mostly low to moderate. This role routinely uses standard office equipment such as computers, scanners, and copiers. The position, at times, must be able to come into direct contact with school system staff, staff members of external funding agencies, and the community. Work is considered light physical work, requiring the exertion of up to ten pounds of force. The work frequently requires driving automotive equipment.

EFFECTIVE DATE: 5/2025

DISCLAIMER: The above statements are intended to describe the general purpose and responsibilities assigned to this position. They are not intended to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and skills required by the employees assigned to this position. This description may be revised by HR and approved at any time.