Benefits Specialist

Overview

The Benefits Specialist participates in the administration of employee benefit programs with a primary emphasis on benefits administration (Health & Welfare and Retirement) and technical data management/reporting responsibilities across HRIS and payroll systems (Workday and Pay Pro). This role is responsible for running and interpreting recurring reports, maintaining benefits-related data integrity, supporting vendor file feeds and reconciliations, and ensuring timely and accurate processing aligned to weekly and monthly deadlines.

The Benefits Specialist provides customer-focused support to employees at all levels of the organization, escalates and resolves complex benefit issues, and supports leave/disability functions as needed. The role works under moderate supervision and is expected to work independently, take initiative, and identify process improvements, including opportunities for automation and responsible AI-enabled efficiencies.

• Run, validate, and interpret recurring HRIS and payroll reports from Workday and Pay Pro; analyze results and identify trends, discrepancies, and data quality issues.
• Produce and distribute recurring operational reports, including (but not limited to): 1199 Union Monthly Hours Report, Monthly Payments, Monthly Benefits Deduction Report, Weekly Vendor Demographic Reports, Union Demographic Report, and weekly payroll/deduction reports.
• Support non-negotiable deliverables and deadlines, including weekly contribution files, monthly 1199 Union files, monthly ACA reporting support, and annual audit support.
• Maintain benefits data integrity through routine eligibility and deduction audits; identify root causes of errors and coordinate corrective actions with HR Shared Services, Payroll, HRIT, and vendors.
• Perform payroll deduction validation; manage benefit deduction codes; audit retro deductions/arrears; reconcile carrier invoices and premium billing to payroll deductions and enrollment records.
• Coordinate, validate, and troubleshoot carrier data feeds and file transmissions (eligibility, enrollment, and contribution files); reduce file errors through proactive monitoring and controls.
• Build and maintain Excel-based tools, trackers, and reconciliations using advanced Excel skills (pivot tables, lookups/XLOOKUP, Power Query, data validation).

• Assist in the administration of Health & Welfare benefits including eligibility and enrollment processing, life event audits, open enrollment (OE) support, employee communications, and issue resolution.
• Coordinate carrier/vendor relationships to resolve escalated cases, enrollment discrepancies, and claims/coverage issues; partner with HRConnect for case intake and escalation management.
• Support premium billing, monthly reconciliations, and vendor/carrier issue resolution; ensure accurate coverage and deduction alignment.
• Coordinate COBRA administration in partnership with the COBRA vendor; ensure timely notifications and accurate eligibility/coverage data.
• Provide ACA reporting support including data validation and monthly reporting activities.
• Handle and safeguard HIPAA/PHI and other confidential data in accordance with applicable policies and regulations; ensure appropriate controls when exchanging data with internal partners and vendors.

• Support retirement plan administration through contributions/remittance processes, census and participant reporting, and vendor coordination.
• Provide nondiscrimination testing support through accurate data preparation, validation, and submission.
• Support annual audit and Form 5500 data requests through timely, accurate data gathering and reconciliation.
• Assist in responding to employee inquiries related to retirement plans (Defined Benefits and Defined Contribution), contributions, and basic administrative transactions, escalating complex issues as appropriate.

• Provide back-up support to leave/disability administration, coordinating benefits impacts while employees are on leave and partnering with the LOA-focused Benefits Specialist as needed.
• Support employee communications and problem resolution related to benefit coverage during leave; escalate complex cases to the appropriate subject matter expert/vendor.

• Deliver high-quality customer service to employees at all levels of the organization; communicate benefit information clearly and professionally in both written and verbal formats.
• Support bi-weekly new employee orientation covering benefit offerings, voluntary programs, and VNS Health policies and procedures.
• Work independently, manage competing priorities, and meet tight deadlines with strong organizational skills and attention to detail.
• Document procedures and maintain process controls; identify and implement process improvements to enhance accuracy, service, and…