Benefits Specialist

**Job Description**:
**Senior Buyer**

**Competition Number**:24/231

**Posting Scope**:Internal / External

**Posted Date**:October 17, 2024

**Closing Date**:October 28, 2024, 4:30 PM PST

**Department**:Finance

**Posting Type**: Maternity/Parental Leave Replacement - up to 18 months

**Work schedule**:Monday to Friday ( 35 hour work week)

**Salary**:$ 48.05 per hour, Pay Grade 14 (under review)

**Job Code**:4458

**Employee Group**:This is a CUPE Local 50 position

**Number of Vacancies**:1

**Work from Home**

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**Flex**

**POSITION FUNCTION**

Reporting to the Manager, Payroll and Benefits, the Benefits Specialist is responsible for the overall administration of the City’s employee benefits and pension programs, while ensuring compliance with relevant regulations.

In this role, the Benefits Specialist will work closely with cross-functional teams, including Finance, People and Culture, as well as external insurance providers to facilitate a positive benefits experience for employees. By optimizing the use of technology, the Benefits Specialist will pave the way for the future of the organization’s compensation and benefits administration.

**KEY DUTIES**

Benefits Enrollment and Administration:

- Supervise and provide training to Payroll Administrators on benefits administration, including handling employee inquiries, complex reconciliations, and addressing benefit-related tasks that remain part of the payroll process.
- Participate in the onboarding of new employees by delivering an overview of the applicable benefits program and assist with completing enrollment forms when needed.
- Act as the primary contact for all employee related inquiries regarding benefits programs, retirement plans, disability coverage, and wellness initiatives as they relate to applicable collective agreements and City policy.
- Prepare and distribute benefit statements, or information to employees, who may have a salary overpayment or any amounts owing to reconcile benefit premiums.
- Respond to pension-related inquiries, including those from the Municipal Pension Plan for retiring employees, and facilitate retirement planning sessions by providing employee entitlement statements.
- Follow up on employee benefit arrearages, for those who may be on a leave of absence or other, and request reimbursement for all outstanding debts. Unusual or extreme debts are referred to the Manager of Payroll and Benefits.
- Collect and process payment for benefit premiums while employees are on leave.
- Ensure timely and accurate enrollments, reconciliation, payment remittance, adjustments, and reporting are provided to benefit carriers, WorkSafeBC, Municipal Pension Plan and the City’s HRMS.
- Update the payroll system with all benefit rate changes to match carrier premiums and comply with collective agreements.
- Participate in the resolution of complex benefits issues, changes, and policy interpretation.
- Deliver exceptional service by providing accurate, clear, and consistent advice, guidance, and direction to staff and departments when presenting and relaying benefits information.
- Maintain confidentiality when handling employee benefits information and adhere to City policies and legal requirements regarding data privacy and confidentiality.

Process Improvement
- Contribute to the ongoing development of the department by supporting and sharing knowledge with other team members to continually improve operational efficiency.
- In collaboration with the Manager of Payroll and Benefits, provide input for the development and implementation of business processes that will improve the employee experience and streamline the efficiency of the department.
- Assist with and review in the preparation of working documents related to benefits accounts for year-end audits and the production of payroll year-end activities, such as T4’s and other statutory reporting and reconciliation, including Municipal Pension Plan and WorkSafeBC.
- Participate in the development, implementation, and testing of benefits system changes or new systems, functionality, and regular updates. Perform and coordinate user testing, acceptance, and implementation.
- Maintain the City’s intranet landing page for FAQ’s and updated benefit forms.
- Provide benefits related data, as requested, for the purpose of collective bargaining.

Perform other related duties.

**INDEPENDENCE**
- Work is assigned according to payroll schedules in compliance with policies and regulations or is generated by requests for service.
- Issues such as deviations from policy and established procedures are discussed with supervisor with recommendations.

**WORKING CONDITIONS**

**Physical Effort**:

- Sit with arms unsupported while keyboarding. (often)

**Mental Effort**:

- Meet multiple payroll and outside agency deadlines. (frequent)
- Extended periods of intense concentration while performing calculations or analysis. (often)

**Visual/Auditory Effort**:

- Focus on source do