Benefits Specialist

Position Title:  Benefits Specialist

Department:  Human Resources

Reports To:  Human Resources Manager

FLSA Status:  FLSA non-exempt, part-time, non-benefit eligible

Position Grade:  Personnel Policies, Grade 5

Rate:  Pay range $27.20 - $35.35 ($27.54 - $37.18 eff. 7/1/25) actual pay based on qualifications

Work Schedule: 19.5 hours per week

Statement of Duties: The Benefits Specialist is responsible for the provision of administrative and clerical functions related to insurance and employee and retiree benefits. Employee is required to perform all similar or related duties.

Supervision Required:  Employee under the general direction of the Human Resources Manager, the employee plans and carries out the regular work in accordance with standard practices and previous training, with responsibility for determining the sequence and timing of action with independence in planning and organizing the work activities, including determining and following established protocol. The employee is expected to solve through experienced judgment most problems of detail or unusual situations by adapting methods or interpreting instructions to resolve the particular problem. Instructions for new assignments or special projects usually consist of statements of desired objectives, deadlines and priorities. Technical and policy problems or changes in procedures are discussed with supervisor, but ordinarily the employee plans the work, lays it out and carries it through to completion independently. Work is generally reviewed only for technical adequacy, appropriateness of actions or decisions, and conformance with policy or other requirements; the methods used in arriving at the end result are not usually reviewed in detail.

Supervisory Responsibility:  Employee is not required to supervise any town employees.

Confidentiality: Employee has access to department-wide confidential information including employee records.

Judgment:  Numerous standardized practices, procedures, or general instructions govern the work and, in some cases, may require additional interpretation.  Judgment is needed to locate, select, and apply the most pertinent practice, procedure, regulation, or guideline.

Complexity:  Work consists of employing many different concepts, theories, principles, techniques and practices relating to an administrative field.  Assignments typically concern such matters as studying regulatory changes trends in the field for application to the work; assessing services and recommending improvements; planning long range projects; devising new techniques for application to the work, recommending procedures, standards or criteria.

Work Environment:  The work environment involves everyday discomforts typical of office settings with frequent interruptions.  Noise or physical surroundings may be distracting, but conditions are generally not unpleasant.

Nature and Purpose of Relationship:  Employee interacts with co-workers, the public and external contacts such as vendors doing business with the Town such, representatives of insurance companies, or other professionals to explain or interpret procedures or guidelines, plan or coordinate work, or resolve problems.  More than ordinary courtesy, tact, and diplomacy may be required to resolve complaints. 

Accountability:  Consequences of errors, missed deadlines or poor judgment could result in missed deadlines or delay of service, monetary loss, severely jeopardize department programs or have extensive financial and/or legal repercussions and adverse public relations to the Town of Duxbury.

Occupational Risk:  Occupational risk exposure to the employee in carrying out essential functions is similar to that found in typical indoor or office settings.

Essential Functions: The essential functions or duties listed below are intended only as illustrations of the various type of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

1. Coordinates and performs administrative and clerical work related to insurance and benefits for employees, retirees and their beneficiaries.
2. Provides information and answers routine questions and concerns from town employees regarding coverages and claims.
3. Provides one-on-one counseling for employees and retirees and their beneficiaries regarding benefit matters.
4. Responsible for the payment of premiums and administrative fees to all benefit vendors including health, dental, disability, town reinsurance carrier and worker’s compensation and property casualty providers.
5. Provides analytical support to benchmarking, researching etc. with other municipalities and private industry relative to benefits.
6. Researches and resolves eligibility issues relating to plan participants and data received from benefit offices.
7. Complies with HIPPA regulations and keeps informed of changing rules, laws and regulations affecting HIPPA procedures.
8. Prepares new hire and benefit packets for town employees.
9. Provides backup support to other office staff as required.
10. Participates in planning, development, coordination and presentation of annual benefits enrollment.
11. Assists employees and retirees with enrollment changes and termination of benefits, ensuring the correct payroll deductions are made.
12. Conducts monthly reconciliation of all employee benefit payroll deductions and invoices from carriers: also conducts reconciliation of retiree benefit deductions and invoices.    
13. Coordinates with Town & School to set up/cancel/resolve with deduction issues with Retirement Boards.                                               
14. Audit enrollment of plans for accuracy.
15. Acts as the Affordable Care Act (ACA) Compliance Coordinator ensuring 1095C compliance with IRS regulations. Resolves discrepancies and reissues certificates as necessary
16. Oversees benefit eligibility for employees on an approved leave of absence including receiving/monitoring premium payments, communication with employees, terminating and reinstating coverage as necessary.                       
17. Assists employees and family members with processing death claims for life insurance benefits serving as a liaison with the provider.
18. Performs special projects and related responsibilities as initiated and requested.    
19. Performs other related duties as required, directed or as the situation dictates.       

Recommended Minimum Qualifications:

Education and Experience: College Degree and three to five (3-5) years of work experience in the human resources field; or any equivalent combination of education, training and experience which provides the required knowledge, skills and abilities to perform the essential functions of the job.

Special Requirements: Valid Massachusetts driver’s license required.

Knowledge, Abilities and Skill:

Knowledge: Knowledge of local, state and federal employee/retiree insurance and benefit laws and regulations pertaining to municipal employees; knowledge of department operations and employee benefit services in accordance with collective bargaining agreements, federal, state, and town polices. Knowledge of accepted personnel practices and procedures.  Knowledge of insurance industry (commercial and private).  Knowledge of federal HIPPA rules and regulations.  Thorough knowledge of municipal health insurance programs and related regulations in Massachusetts.

Abilities: Ability to develop, implement and monitor the effectiveness of a wide range of employee benefit services. Ability to work effectively with confidential information.  Ability to work tactfully with employees, retirees, dependents, officials of insurance companies doing business with the Town, and members of the public.  Ability to manage multiple tasks in an independent, organized, and timely manner.  Ability to identify problems and take initiative to respond to concerns in a timely, detailed, and accurate manner.

Skill: Excellent work ethic. Proficient written and oral communication skills. Proficient personal computer and software programs including word processing and spread sheet applications.

Physical and Mental Requirements : The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the position’s essential functions

Physical Skills: Little or no physical demands required to perform the work.  Employee is required to lift, push or pull office equipment up to 30 lbs.

Motor Skills:  Duties require minimal motor skills for activities such as moving objects, operating a telephone, personal computer and/or most other office equipment.

Visual Skills:  Employee is required to constantly read documents for general understanding and analytical purpose.  Employee is not required to distinguish colors.

(This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.)