Closing Date:
UNTIL FILLED GENERAL INFORMATION:
Title…………………………………………….. Benefits Administrative Assistant
Licensure………………………………………. No License Required
Endorsement………………………………….. No Endorsements Required
Classification…………………………………...Classified – 12 month
FLSA Status…………………………………… Non Exempt
Reports to……………………………………... Associate Superintendent of HR & Communications
Salary Classification.………………………….Group Clerical Lane 65
Reviewed/Revised...…………………………..01/2024
PURPOSE:
The Benefits Administrative Assistant provides crucial support in the efficient administration of employee benefits programs. The benefits administrative assistant plays a key role in ensuring the smooth operation of benefits processes, including but not limited to enrollment, maintenance, and communication. By fostering a positive and collaborative work environment, the benefits administrative assistant will assist in promoting employee well-being and satisfaction
ESSENTIAL FUNCTIONS:

• Serve as primary contact for plan vendors and third-party administrators including medical, dental, life/disability insurance, wellness and workers compensation.
• Coordinate transfer of data to external contacts for services, premiums and plan administration.
• Document and maintain administrative procedures for all assigned benefits processes.
• Ensure compliance with applicable government regulations. Ensure timeliness and accuracy of required reporting including Medicare, ACA reporting, Variable Hourly employee tracking, OSHA and other entities.
• Coordinate daily benefits processing. Handle enrollments, COBRA, terminations, changes, beneficiaries, disability, accident and death claims, rollovers, distributions of annual notices, and compliance reporting.
• Oversee maintenance of employee benefits files, maintain group benefits database and update employee payroll records.
• Gather employee data and oversee the processing of monthly billings and the preparation of invoices for payment of administrative fees for all group plans.
• Perform monthly and quarterly plan audits against invoices for accuracy.
• Assist in payroll preparation by providing relevant information in regards to insurance, Worker Compensation, LOA and FMLA as it relates to insurance adjustments.
• Provide support for staff and external customers. Develop communication tools to enhance understanding of the company's benefits package.
• Design and distribute materials for benefits orientations, open enrollment and summary plan descriptions.
• Maintain and compute yearly employee and Board Share insurance cost based on yearly plan renewals and in compliance with the Union Bargained Agreement.
• Implement a consistent process for recording, investigating and reporting worker’s compensation claims.
• Monitor all worker compensation claims and acts as a liaison with employees, insurance representatives and medical staff.
• Communicate necessary worker compensation information to involved parties, including, notification of hearings, outcomes, return to work and restrictions.
• Track and perform reviews of overall worker compensation cases to identify trends.
• Assist in creating, implementing, and evaluating the wellness program by being a member of the NSSEO Wellness Committee for the purpose of educating and engaging employees in healthy lifestyle choices.
• Maintain the staff Wellness website with current information about the Navigate Wellbeing portal, NSSEO Wellness Events/Programs and benefit flyers.
• Be familiar with and assist in achieving the EBC Wellness Tier goals.
• Oversee the maintenance of employee records in regards to demographic and employment information in Infinite Visions and Personnel Files.
• Oversee all staff terminations by obtaining and creating the appropriate documentation, recording the information in all employee records, processing the necessary benefit terminations and perform personnel file record destruction.
• Supports with the Onboarding of new hires by updating or creating new hire electronic form packets in Applitrack.
• Process all current employee Extended School Year ePars, including determining salaries, recording of information in Visions and Personnel files, and assigning positions in payroll.
• Support with facilitating Extended School Year information and changes to ensure proper payroll payments.
• Assist payroll with assigning Extended School Year Extra Duty positions.
• Act in a supportive role for Payroll and Human Resources.

OTHER FUNCTIONS:

• Maintain confidentiality regarding all aspects of the HR/Payroll Department.
• Maintain a high standard of record keeping for all HR documents.
• Assist in all HR responsibilities.
• Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the program.
• Facilitate an office atmosphere of service, competence and congeniality.
• Support NSSEO policy, NSSEO, and governing board goals and objectives, and The School Code of Illinois.

WORKING ENVIRONMENT:

• To perform the physically demanding job functions, strength and/or endurance for lifting, carrying, pushing and/or pulling are occasionally required.
• To perform the most physically demanding job functions, the physical capabilities of climbing and balancing are seldom required.
• To perform the most physically demanding job functions, the physical body movement of stooping, kneeling, crouching and/or crawling is seldom required.
• To perform the most physically demanding job functions, the upper extremity physical capabilities reaching, handling, and/or fine motor dexterity are constantly required.
• Exposure to temperature extremes is seldom or not present.
• Exposure to hazardous conditions (e.g. mechanical, cuts, burns, infectious disease, high decibel noise, etc.) is seldom or not present.
• Frequency of exposure to injury to self and/or others is seldom or not present.

MINIMUM QUALIFICATIONS:

• High school diploma.
• Computer proficiency and technical aptitude with the ability to use Microsoft products, including PowerPoint and Excel; experience with Infinite Visions and Benefitsolver is a plus.
• Proven ability to work effectively in a team environment with colleagues.
• Effective planning and priority setting. Ability to manage several complex projects simultaneously while working under pressure to meet deadlines.
• Strong analytical skills and a thorough knowledge of plan designs.
• Knowledge of benefits contract language and current Union Bargained Agreements.
• Knowledge of all pertinent federal and state regulations, filing and compliance requirements, both adopted and pending, affecting employee benefits programs, including the ACA, COBRA, FMLA, ADA, workers' compensation, and Medicare requirements.
• Excellent communication and organization skills.
• Maintain a high level of confidentially.

SPECIFIC REQUIREMENTS:
Specific skills related to proficient use of technology including accessing the internet, email, phone systems, and software are required. Potential need to upgrade skills in order to meet changing job conditions will be required to satisfactorily perform the functions of the job.
Ability is required to independently problem-solve, schedule daily activities, make announcements, and use job related equipment. Flexibility is required to work with others in a variety of circumstances and to work with a significant diversity of student abilities and needs. Specific abilities required to satisfactorily perform the functions of the job include: communicating with diverse groups, maintaining confidentiality, meeting deadlines and schedules, completing work accurately with minimum supervision, working as part of a team, and maintaining a positive attitude.
Responsibilities include: working under limited supervision following standardized practices and/or procedures; leading, guiding, and/or coordinating others; and operating within a defined budget. There is a continual opportunity to significantly impact the Organization’s services.