Benefits Coordinator

Salary : $60,340.80 – $70,720.00 Annually

Location : Boca Raton, FL

Job Type: Full-Time

Job Number: 03505

Department: City Manager – Admin, IT, MS

Division: Benefits 04/03401

Opening Date: 10/20/2023

Closing Date: 11/3/2023 11:59 PM Eastern

FLSA: Non-Exempt

Bargaining Unit: N

Job Description

This position provides administrative and paraprofessional support services to the Human Resources Department’s Benefits Unit. The position answers moderately complex employee questions regarding benefits and records employee enrollment in benefits and group insurance programs. Works with employees and third-party vendors to resolve issues related to eligibility for benefit plans, amounts of coverage, and claims procedures. Verifies all insurance billing for fully insured and voluntary plans, maintains enrollment in Oracle HCM and applicable vendor portals. This position requires knowledge of department-related terminology and the ability to interpret policies and regulations logically and consistently. Employees in this position serve as a public relations representative of the Human Resources Department through interactions with other City employees and the public.

Essential Functions

• Serve as primary point of contact for various health & welfare employee benefits programs, such as group health, dental, vision, disability, life insurance, 401(a), 457(b), wellness program and initiatives, voluntary benefits, and employee assistance program.
• Provide employees with information on benefits matters regarding eligibility, claims resolution, coverage, and provisions.
• Processes benefit enrollments for new hire and qualifying life events (QLE), terminations, changes, in Oracle HCM and applicable vendor portal (when applicable). Maintain employee benefits filing system. Confirms dependent eligibility by reviewing appliable documents.
• Manages the COBRA program working with a third party administrator to ensure notices are delivered on time, participation data is entered in Oracle HCM, and monthly premium payments are received and processed from participants.
• Manages the Retiree benefits program to include timely offer of benefits, process election enrollments and updates, and maintenance of records in the Oracle system.
• Primary facilitator for new hire benefits orientation and open enrollment presentations.
• Review and reconcile monthly invoices for the City’s fully funded group health and voluntary benefit plans; prepares invoices for payment.
• Maintains effective communications with the carriers and vendors and works together to resolve administrative problems and discrepancies.
• Work with payroll to resolve discrepancies surrounding retroactive charges and credits associated with benefits enrollment.
• Organize and conduct event planning for the annual Health Fair, Wellness events, and Open Enrolment.
• Document and maintain standard operating procedures for assigned benefit processes.
• Manage the processing of loan requests from the 401a and 457 plans.
• Assist with planning annual open enrollment events.
• Assist in the design, development and administration of the City’s Wellness programs.
• Assist with special projects by collecting, organizing, and analyzing benefit information and providing other support, as needed.
• Provide benefit plan notifications for employees on an approved leave of absence.
• Process monthly payments received for retiree premiums, COBRA participants, and third-party administrators for healthcare plans.

Knowledge, Skills and Abilities

Knowledge of:

• Federal/state/local employment related laws and regulations.
• Knowledge of benefits and human resources principles and practices.
• Business English and skilled in grammar, spelling, and punctuation.
• Records management policies and procedures and the ability to maintain records in an accurate and easily retrievable manner.

Skill in:

• Use of a variety of Microsoft Office Suite products to include Word, Excel, and Outlook, at an intermediate level.
• Use of computers and software applications to a moderate degree of proficiency including but not limited to human resource information system, Oracle
• Writing of professional and effective letters, memos, emails, reports, and informational guides
• Organizing and prioritizing workload and handling multiple projects and deadlines in an efficient and effective manner.
• Interpersonal communication and adapting communication style to a broad audience to convey specialized and accurate information.

Ability to:

• Exercise independent judgement.
• Complete multiple tasks with competing priorities.
• Analyze and recommend process changes and upgrades.
• Design, implement and maintain audit programs related to data integrity.

• Demonstrate a strong attention to detail with ability to produce accurate work products.

• Work independently with high initiative while also being comfortable working as a team member.
• Form strong relationships, and deal tactfully, professionally, and effectively with employees and City staff.
• Demonstrate excellent written and verbal communications skills.
• Demonstrate experience handling sensitive and confidential information appropriately.
• Work a fluctuating work schedule as necessary.
• Interpret City policies, procedures, benefit programs, and a wide variety of City Personnel matters and effectively communicate same to prospective applicants, current employees, retirees, and the public.

Minimum and Preferred Qualifications

• Graduation from high school or GED equivalent recognized certification required.
• Minimum of three (3) years of experience in employee benefits administration.
• Knowledge of Microsoft Excel, Word, and Outlook or equivalent, required.
• Possession of a valid State of Florida Class “E” driver’s license is required.

PREFERRED QUALIFICATIONS

• Associate degree from an accredited college or commensurate amount of major coursework from an accredited college or university in pursuit of a degree in Human Resources Management, Business Administration, Public Administration, or related field.
• Professional Certifications (CEBS, aPHR, SHRM-CP or greater).
• Experience working with Oracle or other HRIS system to include report generation, data integrity, and analysis.
• Experience in the local government experience in the State of Florida.

The City of Boca Raton is an Equal Opportunity, Inclusive, Veteran’s Preference Employer and Drug Free Workplace. It is the policy of the City of Boca Raton to prohibit discrimination on the basis of race, color, religion, gender, gender identity or expression, marital status, age, national origin, disability, pregnancy, familial status, sexual orientation, genetic information, or any other status or condition protected by applicable federal, state or local laws.

BENEFITS SUMMARY
Full-Time Non-Bargaining Employees

ANNUAL LEAVE: Shall accrue prior to an employee attaining permanent status in the classified service, and may be used after six (6) months of employment at the sole discretion of the Department Head, but it shall not be paid out upon resignation or termination unless the employee has attained permanent status (one full year). The maximum accrual is 360 hours.

Year of Service Accrual 0 to 5 full years 8 hours per month 5 to 10 full years 10 hours per month 10 to 15 full years 12 hours per month 15 full years and over 14 hours per month

CASH OUT OF ANNUAL LEAVE: Employees who have attained permanent status shall be permitted to cash out up to forty (40) hours of accrued and unused Annual Leave, either in a single lump sum payment or two or more partial payments, each fiscal year.

SICK LEAVE: 8 hours per month. Any hours in excess of 960 will be paid off annually at 50%. Upon retirement, employees with a minimum of 5 years continuous service will receive 50% of sick leave balance. Termination for reasons other than retirement shall be entitled to payment for accrued, but unused sick leave, as follows:

Years of service Percentage Less than 2 full years 0% 2 to 5 full years 10% 5 to 10 full years 20% 10 full years or more 30% Retirement (normal, early or disability) 50%

HEALTH INSURANCE (Premiums): Employee Medical (Base Plan) – Paid 100% by City. Employee contributions are required for the buy up employee coverage plans. Employee Dental (DHMO or Basic PPO Plan) & Vision (Basic Plan) paid 100% by City. Employee contributions are required for the Employee + Dependent(s) for the Medical, Dental, & Vision Plan.

CONTINUOUS SERVICE BENEFIT: As of December 1 each year – Paid during the month of December.

Year of Service Benefit 5 to 10 full years $600 annually 10 to 15 full years $800 annually 15 full years and over $1,100 annually

RETIREMENT PLANS: The two pension/retirement options are listed below:

• An option to enroll in a Defined Contribution Retirement Plan. The Defined Contribution Retirement Plan will not require a mandatory contribution. The City will contribute seven (7%) percent of the annual base wages annually. The vesting period for this plan shall be one (1) year from date of hire in the classified service, which coincides with your one-year probationary period.
• An option to enroll in a Defined Benefit Retirement Plan option is available. There is a ten (10) year vesting period with a multiplier of 2.00% at normal retirement and a mandatory seven and three-quarters (7.75%) percent employee contribution.
• The two (2) options will be fully explained prior to an irrevocable selection.

Optional: 457 Deferred Compensation Savings Plan is available.

HOLIDAYS: 14 per year: 11 recognized holidays and 3 floating days which are allocated for the fiscal year beginning October 1, to all 8 hour per day employees. Employees hired between October 1 and March 31 shall receive 3 floating holidays. Employees hired between April 1 and September 30 shall receive 1.5 floating holidays. Floating holidays must be used within the fiscal year. Non-task employees working 10-hour days receive 10, 10-hour paid holidays but do not receive floating holidays.

FUNERAL LEAVE: Up to 3 workdays – In State; Up to 5 workdays – Out of State

TUITION REIMBURSEMENT: Full-time employees are eligible for tuition reimbursement as outlined in the City’s Tuition Reimbursement Policy which is available in Human Resources and subject to the availability of departmental funds.

MILITARY LEAVE: Members in military reserve units who attend annual training are entitled to paid leave not to exceed 30 days each calendar year.

EAP: Employees, spouses, and eligible dependents have access to five (5) face-to-face sessions with a counselor through Cigna’s Employee Assistance Program (EAP). Services include assistance with legal, financial, parenting, elder care, pet care, and identity theft.

01

Each applicant must complete this supplemental questionnaire as a part of the application screening and selection process. The information you provide will be reviewed and used to determine your eligibility to move forward in the selection process. Incomplete responses, false statements, omissions, or partial information may result in disqualification from the selection process. Do you agree to answer each supplemental question truthfully and that your responses can be verified from information included within the application?

• Yes
• No

02

Do you possess a valid Florida Class “E” Driver’s license?

• Yes
• No

03

What is the highest level of education that you have completed?NOTE: You must attach proof (diploma or degree or transcripts) of highest education completed with your application. Failure to do so may result in your application being marked as incomplete and removed from consideration.

• Less than High School
• High School Diploma or GED
• Trade or Vocational School
• Associates Degree or 60 credits of college courses
• Bachelors Degree
• Masters Degree
• Doctoral Degree

04

What area of study is your education?

05

Please list any professional Human Resources certifications currently held.

06

How many years of experience do you have in employee health & wellness benefits program administration?

• I have no previous experience.
• 6 months but less than 1 year of experience
• 1 year but less than 2 years of experience
• 2 years but less than 3 years of experience
• 3 years but less than 4 years of experience
• 4 years but less than 5 years of experience
• 5 years or more

07

Please briefly describe your experience in employee health & wellness benefits program administration.This experience must be clearly listed on your application work history. NOTE: “See Resume” will not be considered as a valid response. If you have no previous experience, please state “N/A”

08

Please indicate your level of proficiency in Microsoft Excel.

• No Experience
• Beginner
• Intermediate
• Advanced
• Expert

09

Please indicate your level of proficiency in Microsoft Word.

• No Experience
• Beginner
• Intermediate
• Advanced
• Expert

10

Please indicate your level of proficiency in Microsoft Outlook.

• No Experience
• Beginner
• Intermediate
• Advanced
• Expert

11

Do you have experience in local government Human Resources or Benefits Administration within the state of Florida?

• Yes
• No

12

Do you have experience working with Oracle or another HRIS system to include report generation, data integrity, and analysis?

• Yes
• No

13

To be considered for employment with the City of Boca Raton, applicants must provide at least ten (10) years of continuous history. Did you account for the last ten (10) year period including all employment, periods of inactivity, school and/or retirement?

• Yes
• No

Required Question