Employee Benefits - Employee Benefits Specialist I,II,III,IV

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 Of:

KNOWLEDGE, SKILLS, AND ABILITIES

• 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:

For multi-level positions, requirements at lower levels apply to higher levels. Equivalent combinations of education and experience may be considered.

Benefits Specialist I

Experience:

Entry-level position. Two (2) years of administrative or HR-related experience preferred.

Education/Training:

A high school diploma or GED is required.

An Associate’s degree in Human Resources or general Business Administration is preferred.

License Or Certificate:

A valid driver’s license or a military waiver is required.

Benefits Specialist II

Experience:

Three (3) years of relevant HR or administrative experience required.

Education/Training:

An Associate’s degree in Business Management, Business Administration, or a related field is preferred.

License Or Certificate:

A Certified Government Benefits Administrator from SALGBA or an advanced supplemental HR-relevant certification approved by the Director of Human Resources based on role is required.

Benefits Specialist III

Experience:

Five (5) years of progressively responsible experience in human resources or benefits is required.

Education/Training:

A Bachelor’s degree in Human Resource Management, Business Management, Business Administration or related field is preferred.

License Or Certificate:

A Certified Benefits Professional (CBP) certification from World at Work or an advanced supplemental HR-relevant certification approved by the Director of Human Resources based on role is required.

Benefits Specialist IV

Experience:

Seven (7) years of progressively responsible experience in human resources or benefits is required.

License Or Certificate:

An advanced supplemental HR-relevant certification approved by the Director of Human Resources based on role is required.

Special Requirements:

Essential duties require the following physical skills and work environment:

A standard workday for this position runs from 8:00 a.m. – 5:00 p.m. Monday through Friday for a 40 hour work week.

This position requires dependability and reliability through regular and punctual attendance.

The position requires the ability to work in a standard office environment.

Ability to travel to other work locations.

Some occasional travel outside the City may be required for training and/or conference type events.

With or without accommodation, the “X” indicates the overall strength demand of the position during a typical workday:

___ Sedentary – lifting of no more than 10 pounds

___ Light – lifting no more than 20 pounds; carrying up to 10 pounds

_X__ Medium – lifting no more than 50 pounds; carrying up to 25 pounds

___ Heavy – lifting no more than 100 pounds; carrying up to 50 pounds

___ Very Heavy – team lifting over 100 pounds; carrying more than 50 pounds

Physical Demand Codes: The following describes whether or not the position is expected to exert the physical demands listed during a typical workday as well as the overall frequency of the task:

Codes For How Often:

N = No

E = Extensive (100 – 70% of the time)

M = Moderate (60 – 30% of the time)

I = Infrequent (20 – 10% of the time)

A = Almost Never (<10% of the time)

Code / Task

_M_ Standing

_E_ Sitting

_M_ Walking

_ I__ Lifting

_M_ Carrying

_I__ Pushing/Pulling

_I__ Overhead Work

_M_ Fine Dexterity

_I_ Kneeling

_I_ Crouching

_I_ Crawling

_M_ Bending

_M_ Twisting

_M_ Climbing

_E_ Balancing

_E_ Vision

_E_ Hearing

_E_ Talking

___ Other: _____________________