Job Description
GENERAL DESCRIPTION Provides progressively responsible administrative and technical support in the administration of the City’s employee benefits programs under the general direction of the Benefits Division Manager. Responsibilities include benefit plan administration, employee and retiree support, compliance with applicable laws, coordination with third-party administrators (TPAs), HRIS processing, and financial reconciliation. Positions are flexibly staffed and distinguished by level based on complexity of work, independence, technical expertise, and scope of responsibility. SUPERVISION EXERCISED Benefits Specialist I, II, III, IV: Exercise no supervision IMPORTANT AND ESSENTIAL DUTIES The following duties are performed at all levels with increasing independence and complexity: Administers employee benefit programs including health, dental, vision, life, retirement, flexible spending accounts (FSA), health savings accounts (HSA), and voluntary benefits, ensuring accurate enrollments, changes, and terminations. Provides guidance to employees and retirees regarding benefit options, eligibility, plan provisions, and enrollment processes in compliance with plan documents and applicable laws. Processes and audits benefit transactions within the HRIS to ensure accuracy and alignment with payroll deductions and vendor billing. Serves as liaison with third-party administrators (TPAs) and vendors to resolve eligibility, claims, billing, and service issues. Reconciles benefit invoices and premiums; identifies discrepancies and coordinates corrections with Payroll and Finance. Coordinates with leave administrators (e.g., Sedgwick) to support compliance with FMLA and ensure proper tracking and required notifications. Assists with open enrollment activities including employee communications, system configuration, vendor file transmissions, and post-enrollment audits. Supports onboarding and offboarding processes including COBRA administration, benefit terminations, and retirement processing. Maintains benefit records, plan documents, and required notices; prepares reports for audits and compliance reviews. Assists in developing and delivering benefit education programs and communications. Operates a City or personal vehicle to attend meetings, training, and work-related activities. Special Job-Related Duties by Level Benefits Specialist I Entry Level. Performs routine benefits transactions under close supervision. Provides basic customer service and escalates issues as needed. Learns systems, policies, and procedures related to benefits administration. Benefits Specialist II Intermediate. Independently processes enrollments, changes, and terminations. Resolves routine discrepancies between HRIS, payroll, and vendors. Provides detailed guidance to employees regarding benefits processes. Benefits Specialist III Advanced. Administers complex benefit transactions and resolves escalated issues. Performs advanced reconciliation and supports audits and compliance activities. Analyzes benefit data and identifies trends or process improvement opportunities. May train or mentor lower-level staff. Benefits Specialist IV Lead / Subject Matter Expert. Serves as subject matter expert for benefits programs and compliance. Leads complex issue resolution involving vendors, systems, and employees. Assists with RFPs, contract renewals, and vendor performance management. Supports budget tracking, reporting, and presentations for leadership. Provides guidance and coordination for staff workflow. OTHER JOB RELATED DUTIES Perform other job-related duties and responsibilities as assigned. KNOWLEDGE, SKILLS, AND ABILITIES Knowledge of: Federal and state laws related to benefits administration including HIPAA, FMLA, ACA, COBRA, ADA, and USERRA. HRIS systems and benefit administration platforms. Payroll processes related to benefits deductions and reconciliation. General office procedures and administrative practices. Skill to: Analyze data and identify discrepancies. Communicate clearly and professionally with employees, management, and vendors. Manage multiple priorities and meet deadlines. Maintain accuracy and attention to detail. Handle sensitive and confidential information appropriately. Ability to: Interpret and apply policies and regulatory requirements. Establish and maintain effective working relationships. Solve problems and make sound decisions. Work independently and as part of a team. Demonstrate the City of Abilene Core Values. Experience and Training Guidelines: Fo