Position Overview
Reporting to the Senior Benefits Manager, the Benefits Analyst supports the day-to-day administration of U.S. health, welfare, and ancillary benefit programs for employees and their covered dependents. The role is responsible for benefits administration, including maintaining benefit setup and data integrity within the HRIS system. Key responsibilities include serving as a liaison between vendors and employees, assisting in the resolution of non-routine benefits issues, communicating benefit offerings, and ensuring accurate enrollment and eligibility data to support appropriate premium payments by both employees and the Company. In addition, the Benefits Analyst provides project management support for benefitrelated initiatives and applies working knowledge of U.S. benefits market trends, regulations, and tax laws.
Essential Functions (Other Duties as Assigned)
Benefit Administration
• Administer day-to-day operations of medical, dental, vision, spending accounts, COBRA, and ancillary benefit programs, ensuring adherence to plan documents, contracts, and applicable guidelines.
• Identify and implement process improvement opportunities and develop process flows to streamline benefits administration and improve operational efficiency.
• Analyze benefit program utilization, identify trends, and make recommendations to improve the effectiveness of existing benefit programs.
• Support the annual open enrollment process - pre and post enrollment cycle including communication, training, vendor updates, and other tasks.
• Review and audit the benefit billing statements for accuracy, resolve discrepancies, and to ensure timely payments. Customer Service
• Works regularly with HR leaders, Business Partners, and employees to resolve non-routine benefit issues, acting as liaison between vendors and employees.
• Acts as first point of contact for general benefit inquiries received through the benefits email shared inbox.
• Manage benefit issues and appeal process for benefits issues in a timely and efficient manner to ensure fairness and compliance.
HRIS and Online Enrollment System Administration
• Maintains HRIS benefit table set-up for all benefit related programs to ensure ongoing integrity and accuracy of integrated system between HRIS system (UKG Pro) and outsourced benefits system (Plan Source). Initiates, maintains, and updates all benefit records and files to ensure ongoing accuracy and completeness in accordance with policy and requirements.
• Perform ongoing ACA administration and maintenance in HRIS system (UKG Pro) to ensure the company remains compliant with the ACA requirement to offer medical coverage to at least 95% of eligible employees.
• Enters eligibility information in outsourced benefits administration system (Plan Source) for health and welfare plan participants and with appropriate providers to ensure ongoing ease of access by employees and enrolled family members.
• Works closely and in conjunction with third party providers to identify system requirements to ensure compatibility and functionality with HRIS system (UKG Pro) and outsourced benefits system (Plan Source). Ensures that all electronic files are sent to vendors with accurate data and in a timely manner.
• Prepares statistical/census data and reports using standard and/or ad hoc HRIS system (UKG Pro) and outsourced benefits system (Plan Source) reporting to provide information for decision making to TPAs, brokers, actuaries, auditors, insurance carriers, and management.
• Administer daily HRIS (UKG Pro) and outsourced benefits system (PlanSource) activities, including new hire enrollments, life event processing, and resolution of API interface errors.
• Leverages contacts with the benefits vendors and third-party administrators to resolve escalated issues.
• Monitors weekly error reports from carriers, interfacing with carrier and system contacts to resolve enrollment data issues.
• Partners with payroll to ensure accuracy of benefit deductions, processing adjustments when necessary and streamline current procedures to ensure proper data flow to relevant parties.
• Maintains and periodically audits benefit enrollment records to ensure accuracy of premium deductions and expense calculations for general ledger capture.
Documentation and Communication
• Partners with stakeholders to identify benefits communication needs and ensure programs are communicated effectively to increase employee awareness and utilization, including writing, editing, and disseminating content across multiple channels.
• Support communication of new and updated benefit program offerings using a range of employee communication methods (e.g., benefits-at-a-glance summaries, enrollment guides, flyers, orientation materials, and open enrollment communications) to ensure timely access to information and promote employee awareness and understanding.
• Maintain Benefit’s external website and intranet site with most up to date benefits information, documents, and material.
• Assist in the review of all plan documentation, including original and amended texts, agreements, and policies for accuracy and completeness, to ensure compliance with all provisions of the plan.
• Support the implementation of legally required employee communications in accordance with applicable regulations.
Compliance
• Support annual compliance activities including but not limited to IRS Form 5500, ACA filings, and dependent care FSA non-discrimination testing.
• Ensure plans are compliant with local, state, and federal regulations, including timely and accurate completion of all required government filings, and distribution of required participant plan disclosures.
• Other duties as required.
Requirements
Education and Experience
Required:
• Education: Associate’s degree in business or related field OR a combination of education and experience.
• Three (3) years demonstrated health and welfare benefits plan experience.
• Two (2) years of Windows based HRIS benefits administration experience.
• Experience with regulations regarding benefits administration: COBRA, Section 125k plans, FMLA, USERRA, HIPAA, 401(K), ERISA, record keeping requirements and QDRO.
Preferred:
• CEBS or CBP
Knowledge, Skills, and Abilities
• Background in administering health and welfare benefits include administration, outsourcing, compliance, and employee communications.
• Prior experience in an outsourced health and welfare administration environment, preferred.
• Ability to work independently or in a team environment.
• Experience with UKG Pro HRIS and Plan Source Benefits Administration module, preferred. • Communication skills to include presentations to groups of employees.
• Proficient in Microsoft Office skills (Excel-VLOOKUP and Pivot Tables), PowerPoint, Word), required.
Physical Requirements:
• Must be able to work shifts or flexible work schedules as needed; long hours may be required in cases of emergencies or natural disasters.
• Extended periods of sitting.
• The work environment is typical of an office setting. The noise level is usually quiet.
• Travel requirements less than 10%.
This job description in no way states or implies that these are the only duties to be performed by the employee(s) in this position. Employee(s) will be required to follow any other job-related instructions and to perform any other jobrelated duties requested by any person authorized to give instructions or assignments.
All duties and responsibilities are essential job functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbent(s) will possess the skills, aptitudes, and abilities to perform each duty proficiently. The requirements listed in this document are the minimum levels of knowledge, skills, and abilities.
Spotless Brands and its subsidiaries comply with federal and state disability laws and make reasonable accommodation for applicants and employees with disabilities. If reasonable accommodation is needed to participate in the job application or recruitment process, please contact the Human Resources department and identify the type of accommodation or assistance you are requesting. Do not include any medical or health information in this email. The Human Resources team will respond to your email promptly.
Spotless Brands and its affiliate brands are Equal Employment Opportunity (EEO) employers. Spotless Brands invites all qualified interested applicants to apply for career opportunities. It is the policy of the company to provide equal opportunities to all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran, disabled status or any other protected group status as defined by and subject to applicable federal, state and local laws. We use E-Verify to check employment eligibility: https://www.everify.gov/sites/default/files/everify/posters/EVerifyParticipationPoster.pdf and https://www.everify.gov/sites/default/files/everify/posters/IER_RightToWorkPoster%20Eng_Es.pdf
#spotlessbrands
Benefits