Benefits Specialist

POSITION SUMMARY

The Benefits Specialist is responsible for administering the organization’s employee benefits programs while exercising independent judgment, interpreting policies and regulations, and advising leadership on benefits related decisions. This role provides subject matter expertise on health & welfare, retirement plans, leaves of absences, ADA accommodations, worker’s compensation, ancillary plans and wellness initiatives, ensuring an exceptional employee experience, operational accuracy, regulatory compliance per federal and state guidelines and cost effectiveness. The Benefits Specialist partners with HR, Payroll, Finance, and external vendors to manage day‑to‑day processes, improve plan administration, and support annual events (e.g., open enrollment, audits, and renewals). This role functions in autonomy acting as a resource for employees, this position ensures a positive benefits experience while meeting compliance standards and mitigating risk, cultivating workforce stability.

KEY RESPONSIBILITIES

· Benefits Administration: 50%

o Serve as a subject matter expert (SME) for employee benefit inquiries (medical, dental, vision, cafeteria plans, life/AD&D, disability, EAP, wellness) and resolve issues with empathy and accuracy.

o Administer eligibility, including life-cycle events, enrollment, termination, continuation of coverage (COBRA), billing, and claim processes across benefit plans, including coordination with employees, payroll, and carriers.

o Assists Senior Director in administering employee leaves, including but not limited to FMLA, PFL, Disability, Educational Leave, Military Leave, and Personal Leave. This includes, but is not limited to, tracking employee leave timelines, documentation, maintenance, and coordination with the Payroll team.

o Maintain accurate benefits data in HRIS/benefits platforms; reconcile eligibility and deductions with Payroll.

o Manage new hire elections, qualifying life events, and mid-year changes; audit and maintain accurate benefits records.

o Assists in collaborating with external vendors/brokers to resolve escalated issues and ensure optimal service delivery.

o Responsible for submitting monthly exclusion reportion (employee and vendors) to ComplianceNow.

o Support and lead key components in annual open enrollment by taking the lead to plan, coordinating materials, system testing, communications, presentations, audits, post-enrollment corrections and ensure compliance with ACA and other regulations.

o Analyze enrollment, utilization, and renewals.

o Co-lead PPGNY’s Employee Wellness Program and Committee, developing wellness initiatives, communications, and rewards for participants.

o Adminsters the annual health assessment and influenza vaccine compliance program.

o Actively ensure ongoing compliance with ERISA, HIPAA, COBRA, ACA, USERRA, OSHA 300 reporting forms, New York State leaves, and related regulatory requirements through interpretation of regulations and operational recommendations to HR leadership.

o Assist with additional audits, benefit communications, and special benefits projects or enhancements.

· Finance & Data: 15%

o Prepare, reconcile, and process benefit invoices and associated documentation. Execute monthly invoice reconciliations, including discrepancy resolution and vendor follow up.

o Generate reports (enrollment, costs, participation, KPIs) and provide recommendations that contribute to plan renewals with trend analyses.

o Partner with Payroll to ensure accurate pretax/post‑tax deductions and retro adjustments, applying judgment to resolve complex cases requiring interpretation of benefits rules.

· Employee Support and Communication 15%

o Provide SME day-to-day support and training to employees on benefits programs.

o Assist with drafting, revising and delivering benefits communications: guides, FAQs, webinars, onboarding materials, and intranet content.

o Participate in training initiatives and serves as a point of contact for managers and payroll partners to ensure consistent application of benefits and leave processes.

o Promote wellness initiatives and drive utilization of programs that support employee well‑being.

· Process and Continuous Improvement 15%

o Identify process gaps and use data and analysis to recommend policy or procedural changes for leadership review.

o Maintain and enhance SOPs relating to benefits operations, ensuring alignment with evolving regulations and organizational priorities.

o Manage audits, vendor transitions, and system enhancements.

· Other: 5%

o Other duties as assigned

• Demonstrated knowledge of New York State leave laws and healthcare workforce requirements
• Proficient knowledge of U.S. benefits plans (health, retirement, life/disability) and relevant regulations.
• Ability to manage confidential data in highly regulated environments.
• Strong analytical skills with attention to detail; ability to prepare and interpret benefits data.
• Excellent communication and interpersonal skills; experience training and advising stakeholders.
• Proficiency in HRIS systems and Microsoft Office.

• Bachelor’s degree in HR, Business Administration or related discipline (or equivalent experience).
• Candidates should have a minimum of three (3) years of hands-on experience in benefits administration or possess equivalent expertise gained from another human resources position. Ideally, this experience should be within a mid-sized to large organization, ensuring a strong understanding of complex benefits structures and HR operations.
• Hands-on experience administering benefits in a healthcare or highly regulated environment.
• Experience working with payroll systems and benefit carrier platforms.

• Benefits-focused certification (e.g. CEBS, PHR/SPHR).
• Familiarity with ACA reporting, COBRA administration, and leave of absence processes.
• Experience working in a multi-state or international benefits environment.
• Experience supporting unionized workforces.
• Experience with multi-location or multi-state healthcare organizations.

• Requires sitting for extended periods of time. Periodic standing, walking, bending. Requires lifting of up to 15 pounds. Visual acuity sufficient to perform frequent work on a computer screen and review printed reports and other materials. This role routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets. Requires the ability to hear and to communicate orally with others.

PPGNY's benefits package includes:

Generous PTO and holiday schedule

Medical, dental and vision coverage options for you and eligible dependents

FSA, HSA, Commuter pre-tax reimbursement funds

Short- and Long-Term Disability, Free Basic Life and AD&D

401(k) Retirement Plan with Safe Harbor contributions after 1 year of employment

All positions at PPGNY require:

Proof of immunization or immunity to certain communicable diseases (including influenza during the flu season and Covid-19) and testing for tuberculosis. These certifications are required by the NYC DOHMH Health Code, NYSDOH and OSHA.

Planned Parenthood of Greater New York (PPGNY) is a leading provider, educator, and advocate of sexual and reproductive health care in New York State. PPGNY is proud to provide a wide-range of family planning services at our brick-and-mortar health centers and mobile care units. We care for everyone regardless of their immigration status, zip code or ability to pay. PPGNY’s education and outreach programs are backed by medically accurate, evidence-based information that allows people to make informed decisions about their health and future. As a voice for reproductive freedom, PPGNY supports legislation and policies that ensure all New Yorkers have access to the full range of reproductive health care and education.

At PPGNY, we provide the absolute best care to our patients and our communities through innovative health care delivery and education programming. We care for everyone who walks through our doors regardless of insurance, ability to pay or immigration status. As a leading voice for reproductive freedom, PPGNY fiercely advocates for policies to ensure that all New Yorkers will have access to the full range of reproductive health care services and information.

PPGNY is committed to diversity, equity, and inclusion. We believe we are most impactful when people with a wide range of backgrounds, experiences, and identities come together with common purpose. We encourage candidates from all backgrounds to apply.

Salary : $68,000 - $75,000