What are the responsibilities and job description for the Benefits Specialist - Doyle - 1.0 FTE position at Madison Metropolitan School District?
Benefits Specialist - Doyle - 1.0 FTE
Human Resources
Doyle Administration Building
Starting Compensation: $32.82 Hourly Wage (26 -27 Salary Schedule)
Why You Should Work with MMSD!
In addition, we have a great compensation package. Visit our benefits page and compensation page for more information.
Becoming a Model School District
Our strategy is captured in our strategic framework, and centers on three major goals: that all children achieve academically, that our schools are places where children and adults thrive, and that our Black youth excel at school. To achieve this vision, we seek to retain staff in all positions, who are committed to being anti-racist, culturally responsive, and inclusive. Staff who will actively contribute to our ongoing commitment to making MMSD a thriving, welcoming environment for all students, families and staff.
We firmly believe in and are here to create a work environment that is challenging and rewarding, while supporting employees in their career path. We strive to provide, encourage, grow, and develop a talented workforce that better supports and represents the diversity of our student population. We know this vision doesn't come to life without dynamic leaders and support staff in every school.
About Our District
Purpose of Position:
Under the general supervision of the Benefits Manager in Human Resources, this position administers insurance benefits for active employees of the Madison Metropolitan School District. This includes health, dental, vision, life, disability, flexible spending accounts, and long-term care benefits. The responsibilities of the position include educating prospective and active employees, ensuring employees are accurately enrolled in benefits and insurance payments and payroll deductions are accurately processed. Specialists assist the Benefits Manager in ensuring that MMSD insurance benefits are administered in compliance with federal and state laws and regulations. Incumbents in this position must provide attention to detail and provide excellent customer service.
This position will have a high degree of integrity, sustain a culture of continuous improvement, and be committed to creating and maintaining an inclusive work environment while having a growth mindset to a multi-faceted operation while having a focus on creating a positive work culture.
Supervisory Responsibilities:
None
Essential Duties and Responsibilities:
A. Benefits Operations(40%)
- Upload and reconcile routine benefit payroll deductions according to payroll schedules, identifying and resolving any discrepancies.
- Distribute enrollment materials to new hires; calculate and process premium adjustments for onboarding and departing employees.
- Process qualifying life events, child support orders, J1 visa documentation, creditable coverage and other employee requests.
- Determine eligibility for variable hour employee insurance plans and process enrollments.
- Input and reconcile payroll deductions for additions, changes, and terminations according to payroll schedules.Coordinate with vendor partners to ensure accurate enrollments, process evidence of insurability (EOI) applications, and manage Waiver of Premium benefits.
- Reconcile monthly invoices from vendors against enrollment data to ensure accuracy before submitting for payment.
- Update annual insurance rates in payroll and benefits enrollment systems ensuring accurate alignment across web resources and communications.
- Calculate and summarize the financial impacts of proposed benefit plan changes to support management analysis.
- Employee Education and Communication (25%)
- Provide timely, accurate responses to employee and retiree benefit inquiries.
- Develop and maintain benefit resources such as digital guides, flyers, FAQs, videos, and MMSD Benefits web pages
- Facilitate individual and group benefit presentations for onboarding new employees, Open Enrollment, and year-round educational events.
- OperationalEffectiveness & Data Integrity(20%)
- Evaluate benefits administration workflows to streamline operations, enhance accuracy, and create standardized documentation.
- Maintain accurate data across payroll and benefits enrollment systems and reporting through root-cause analysis, system audits, and data governance controls.
- Log employee interactions in a centralized location to maintain consistent, high-quality customer support.
- Partner with HR, vendor partners, and the broker of record to monitor benefit utilization, evaluate plan designs and eligibility criteria, and recommend strategic improvements aligned with organizational goals.
- Compliance (10%)
- Maintain benefit program compliance with federal/state laws (HIPAA, COBRA, ACA), MMSD policies, Section 125 regulations, and organizational governance while maintaining strict record confidentiality.
- Prepare and distribute COBRA notifications and process elections and premium payments.
- Prepare and file required federal and state reports, including 1095 processing, PCORI fees, non-discrimination testing, and Group-Term Life (GTL) tax reporting.
- Other Duties as Assigned (5%)
- Perform other duties as assigned by executive leadership or their representatives or designees.
- Attend district and school functions that support MMSD’s strategic framework, initiatives, and core values.
- Complete any and all district required training.
- Build collaborative relationships with business partners.
Knowledge, Skills, and Abilities Required to Perform Essential Job Functions:
- Knowledge of HRIS and benefits enrollment systems
- Knowledge of state and federal laws related to employee benefits, including HIPAA, COBRA, and ACA
- Knowledge of employee benefits pricing and premiums, coverages, and delivery methods
- Ability to read, analyze, and interpret insurance policies and guidance
- Ability to identify trends and patterns in enrollment, utilization, and deduction data
- Ability to manage multiple competing priorities simultaneously and adhere to deadlines.
- Excellent problem-solving abilities
- Ability to clearly explain complex information in an understandable and clear manner.
- Ability to adapt and be agile.
- Demonstrated attention to detail and a focus on accuracy and quality
- Demonstrated maturity, sensitivity, professionalism, and respect in serving district employees and leaders
- Strong oral and written communication and presentation skills with experience addressing senior management and/or external audiences
- Proficiency in computer skills, including word processing, spreadsheet applications, email, Google, and document management
- Ability to maintain composure under stress
- Ability to promote and follow Board of Education and District policies and building and department procedures
- Ability to analyze data, identify trends and patterns resulting from benefits enrollment, changes and spending
- Ability to work independently and as part of a team, solve problems, resolve conflict, make decisions, and complete assignments on time
- Ability to interact and consult with consultants, vendors and stakeholders in a professional manner
- Demonstrated ability to establish relationships at all levels of the organization
- Follow principles and practices that promote and advance anti-racism, diversity, equity, and inclusion
- Willingness to travel to different locations for MMSD purposes
- Ability to work safely and in compliance with all safety and work rules and regulations
Required Qualifications:
- Bachelor’s degree or an equivalent combination of education and experience
- Minimum of three years of experience administering employee insurance benefits
- Proficiency in Google and/or Microsoft Office suite of products
Preferred Qualifications:
- Experience working with a human resources information system (HRIS), payroll and/or benefits enrollment system
- Experience running benefit deduction and enrollment reports, compiling data, and performing analysis.
- SHRM-CP, PHR, or CEBS certification
License or Certification Requirements:
None
Physical Requirements:
Ability to work under generally safe and comfortable conditions where exposure to environmental factors is minimal and poses little to no risk of injury. This position requires the ability to lift up to 25 pounds occasionally and may involve walking, sitting, stooping or reaching. Manual dexterity is necessary for completing general tasks while operating office equipment. This position may require being stationary for extended periods of time.
Ability to perform work in a variety of indoor and outdoor environments throughout the year, including in inclement weather, spaces without air conditioning, and areas where temperatures may be uncomfortable or fluctuate rapidly.
Working Conditions:
- Work may require travel to different locations within the district and to off-site meetings.
- Position may require working evenings, nights, and some weekends.
- Certain positions within the District may allow hybrid work flexibility for a portion of their work schedule, depending on the needs of the position and the work unit. This topic and any remote work flexibility that may be available will be discussed in more detail in the interview process
- School-based positions are required to be in-person unless otherwise directed by the building principal.
Disclaimer: This position description is subject to change at any time. The above job description does not limit the duties and responsibilities listed above as they are intended to describe the general nature and level of work being performed. They are not to be construed as an exhaustive list of all responsibilities, duties and skills required. Employees in this position may be required to perform additional job-related tasks as directed by the supervisor.
The Madison Metropolitan School District is an Equal Opportunity Employer. We continue to seek a diverse and talented workforce. We encourage veterans, women, people of color, LGBTQIA , and people with disabilities to apply. Qualified applicants are considered for employment without regard to age, race, color, religion, sex, national origin, sexual orientation, disability, or veteran status. In compliance with the Americans with Disabilities Act, the District will provide reasonable accommodations to qualified individuals with disabilities.
Benefits:
Health Insurance, Sick Leave, Paid Holidays