BENEFITS ASSOCIATE

DEFINITION

Under the direction of the Assistant Director, Financial Services, and in support of the Benefits Technician, the Benefits Associate performs various duties related to employee benefit and insurance programs, including health, dental, vision, and life insurance. Responsibilities include assisting employees, retirees, and insurance carriers with benefits inquiries, supporting the annual open enrollment process, maintaining benefit records, and distributing informational materials. Additionally, this role involves clerical support for the district’s health and benefits programs.

DISTINGUISHING CHARACTERISTICS

A Benefits Associate provides clerical and technical support to the Benefits Technician, assisting with employee benefit and insurance programs. This role requires strong organizational skills and attention to detail to ensure accurate record keeping and compliance with applicable regulations.
A Benefits Technician performs professional-level, technical work in employee benefits administration. This position involves handling a broader scope of specialized tasks, requiring independent judgment and expertise in benefits management, customer service, and compliance with benefits-related regulations.

SUPERVISION RECEIVED AND EXERCISED

General supervision is provided by the Assistant Director, Financial Services, or an assigned higher-level financial or administrative position.

EXAMPLES OF DUTIES

Performs administrative duties related to the District’s employee and retiree benefit programs, including medical, dental, vision, and life insurance.
Assists with the annual open enrollment process, including preparing materials for active employees, retirees, employees on leave of absence (LOA), and Consolidated Omnibus Budget Reconciliation Act (COBRA) participants.
Maintains knowledge of applicable regulations, including the Affordable Care Act (ACA), Family and Medical Leave Act (FMLA), Health Care Reform, LOA policies, and COBRA.
Assists in the preparation of reports and documents required for ACA compliance and provides necessary documentation to Third-Party Administrators.
Processes changes, updates records in the HRS payroll system and notifies benefit carriers.
Assists in the maintenance of the District benefit tables in the HRS System.
Maintains inventory of benefits-related materials and literature.
Assists with ordering and distributing open enrollment materials according to established procedures.
Supports the processing of benefit plan billing, including monthly audits and reconciliations.
Compiles data for periodic reports as requested.
Prepares correspondence regarding benefits inquiries and responses.
Explains health benefits to employees, retirees, and those on leaves of absence.
Assists employees in completing enrollment forms and re-enrollment processes.
Addresses inquiries from healthcare providers regarding employee enrollment and benefits.
Maintains separate benefit files for each active and retired employee, ensuring accuracy for external audits.
Performs other related duties as required.

EMPLOYMENT STANDARDS

Knowledge of:
Federal and state laws, rules, and regulations related to employee benefits.
ACA, FMLA, Health Care Reform, LOA policies, and COBRA regulations.
Benefits administration procedures, including insurance enrollment, eligibility, billing, and record-keeping.
Employee benefits packages and insurance programs.
District policies, collective bargaining agreements, and personnel commission rules.
Data entry operations and data control procedures.
Record-keeping and filing techniques.
Modern office practices, procedures, and equipment.
Proper grammar, spelling, punctuation, and vocabulary.
Customer service skills and problem-solving techniques.
Interpersonal skills, including tact, patience, and courtesy.

Ability to:
Perform technical and clerical duties related to benefits programs.
Provide accurate information and assistance regarding benefit coverage and enrollment.
Apply regulations, policies, and procedures related to benefits administration.
Maintain confidentiality and handle sensitive information appropriately.
Operate a computer, software applications, and office equipment.
Perform mathematical computations related to benefits billing and reconciliation.
Work with attention to detail and maintain accuracy while managing deadlines.
Communicate effectively in person, over the phone, and in writing.
Follow written and oral instructions.
Organize and analyze data efficiently.
Work independently with minimal supervision and exercise good judgment.
Establish and maintain effective working relationships with employees, retirees, insurance vendors, and other stakeholders.
Maintain sensitivity to cultural, religious, ethnic, and gender differences in the workplace.
Adapt to a fast-paced environment with frequent interruptions.

MINIMUM REQUIREMENTS

Education and Experience:
Any combination equivalent to: Graduation from high school or equivalent GED, supplemented by college-level course work in business, public administration, human resources or related field and one year of recent experience in increasingly responsible and complex clerical, business, accounting, public administration, or administrative work.
Desirable Qualifications:
Some recent and responsible full-time experience performing duties related to benefits such as billing, reconciliation, compliance, enrollment, and implementation of established processes and procedures.
Written and oral proficiency in a second language.

WORKING CONDITIONS

Physical Demands:
Sitting, standing, walking for extended periods of time; bending at the waist, climbing stairs, reaching overhead, above the shoulders to retrieve and store files and supplies.
Dexterity of hands and fingers to operate a computer keyboard and other office equipment; use of wrists or hands repetitively, in a twisting motion or while applying pressure; use of both hands simultaneously.
Lifting and carrying, pushing and pulling boxes, files, equipment, and other office supplies weighing up to twenty-five (25) pounds.
Body movement or mobility to visit job sites or to observe work at any location in the district.
Seeing well enough to read a variety of documents including fine print, e.g., contract and board reports.
Hearing and speaking well enough to exchange information using a telephone and in person, including communicating with large groups of people.
Occasional overtime work may be required.

Work Environment:
Employees in this classification work primarily indoors, in an office environment, in direct contact with the public and other district staff with continuous interruptions and changing priorities.



4/10/2025 -  Classification Established by Personnel Commission