Benefits Manager

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Benefits Manager

Salary

$100,000.00 - $115,000.00 Annually

Location

Boca Raton, FL

Job Type

Full-Time

Job Number

03782

Department

City Manager - Admin, IT, MS

Division

Benefits 04/03401

Opening Date

12/04/2024

Closing Date

1/3/2025 11:59 PM Eastern

FLSA

Exempt

Bargaining Unit

X

• Description

• Benefits

• Questions

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Job Description

Responsible for managing the City’s self-funded group health insurance plan and ensuring employee plan education and fiscal responsibility. The Benefits Manager will analyze and administer group health, life, and disability insurance, deferred contribution retirement programs, wellness and cost containment programs, COBRA and retiree insurance, insurance contract negotiations, and premium conversion programs.

Key functions also include managing the benefits administration software, designing wellness programs to target high-cost claims and preventative care, and developing communication plans to ensure employee knowledge of plan benefits.

As a member of the Human Resources management team, this position fosters a collaborative and innovative team environment, supervising the staff who support claim resolution and plan administration, and provides consultative services to internal clients as needed.

Work is performed under the general supervision of the Deputy Director of Human Resources with use of independent judgment and the selection of work methods and procedures and applying professional techniques to ensure currency with trends and compliance matters.

Essential Functions

• Manages and coordinates daily operations of the benefits functions that includes health, dental, vision, COBRA, and other City benefits, including management of a benefit enrollment system.

• Assist with financial data including claims costs, expenditures, and program utilization; assist with the analyzes of the plans based on claims history, usage, services, and cost and makes recommendations to management for plan changes.

• Conducts regular benchmarking analysis and surveys to ensure our benefits offerings remain competitive and meet the needs of our diverse workforce.

• Keeps comprehensive understanding and proficiency in employee benefit plans, offers suggestions on upcoming legislative actions related to benefits, and performs research on benefit-related topics.

• Communicates benefits information to employees through production and administration of presentations, informational sessions, and written materials.

• Coordinates monthly information sessions with plan representatives and educational seminars. Ensures employees understand their benefits and how to utilize them effectively.

• Participates in strategic planning for future benefit changes; assists in developing effective solutions and options; manages the implementation process of all changes and ensures the City complies of all regulations and requirements.

• Serves as the Plan Administrator for all 401a, 457b, and Roth IRA plans, managing the implementation of modifications to these plans. Conducts oral presentations to employee groups and management staff on retirement plans; Coordinate monthly information sessions with plan representatives and educational seminars.

• Designs, develop, and administers the City's Wellness Program; Conduct oral presentations to employee groups and management staff on the City’s Wellness Program. Manage budget of same.

• Ensures compliance with all State and Federal Regulations, the Affordable Care Act (Health Care Reform), collective bargaining agreements, and policies and procedures.

• Prepare Request for Proposal (RFPs), Request for Quotes (RFQs) and/or Bids for all Group Health lines of coverage and Broker/Consultant Services. Serves on Review and Selection committee for vendor proposals.

• Conducts surveys, research and various studies for enhancement, modification, and/or implementation of benefits programs.

• Identifies necessary changes in business processes as well as HRIS configuration to ensure efficient and accurate workflow and the best utilization of system capabilities and department resources to fit the City’s best practices.

• Manages the annual open enrollment process, including preparation, communication, and assistance to employees.

• Performs personnel management duties such as managing and mentoring of the benefits staff, recommending hiring, discipline, and promotion of personnel; authorization and approval of leave/overtime.

• Performs related tasks as required.

Related tasks:

• Assists in the department’s annual budget preparation specific to Benefit plan administration.

• Assists with the preparation and review of vendor agreements related the city’s health insurance programs.

• Monitors all carrier and vendor agreements for compliance with City standards and related regulation requirements.

• Assists in preparation of back-up documentation for City Manager or City Council approval.

• Authorizes of all loans, hardship withdrawals, Qualified Domestic Relations Orders (QDRO’s), hardship withdrawals and beneficiary administration.

• Coordinates monthly information sessions with plan representatives and educational seminars.

Knowledge, Skills and Abilities

Knowledge of:

• Budgeting and financial forecasting related to benefits costs.

• Various types of benefits such as health, dental, vision insurance, retirement plans, leave policies, wellness programs, and employee assistance programs.

• Laws and regulations related to benefits, including the Affordable Care Act (ACA), Family and Medical Leave Act (FMLA), and COBRA

Skilled in:

• Communicating both verbally and in writing to explain complex benefits information clearly to employees and negotiate with vendors.

• Managing multiple projects and priorities, and the ability to pay attention to details.

• The use of spreadsheet, database applications, and data query tools for the purpose of conducting data, trend, and cost analysis.

• The use of word processing software, electronic mail, and internet search tools.

• In the use of least one complex human resource and payroll computer based system (HRIS).

• Microsoft Office Suite, specifically Excel, Word and Outlook.

• Personnel management – effectively communicate, provide feedback, guidance, and clear expectations to varied professional level direct reports.

Ability to:

• Handle sensitive and confidential information ethically and professionally.

• Analyze data and use this information to optimize benefits program.

• Identify issues, review related information, develop, and evaluate options, and implement solutions.

• Manage multiple priorities in a fast-paced environment and lead projects to successful completion.

• Lead and direct a team responsible for administering benefits, as well as managing vendor relationships.

• Build and maintain positive relationships with employees, insurance providers, and other stakeholders.

• Make informed decisions that consider the costs and benefits of potential actions to choose the most appropriate one.

• Adjust to changes in the work environment, manage competing demands, and deal with frequent changes, delays, or unexpected events.

Minimum and Preferred Qualifications

• Bachelor's degree in human resources, public administration, or related field is required.

• Four (4) years of experience in benefit plan analysis and/or management including:

• Three (3) years of supervisory experience with increasing responsibility managing direct reports within a professional setting

• Possession of a valid State of Florida Class “E” driver's license.

PREFERRED QUALIFICATIONS:

• Five (5) or more years of experience in benefit plan analysis and/or management.

• Three (3) or more years of experience in managing self-funded health plan(s), budget forecasting, and financial management related to health benefits.

• Related Professional Certification(s) (CEBS, CBP, SHRM-CP or greater).

• Experience in the local government in the State of Florida

Additional experience is accepted as a minimum requirement in lieu of the postsecondary degree on the following basis: additional four (4) years in lieu of the bachelor’s degree, and additional two (2) years in lieu of an associate degree.

POST OFFER PRE-EMPLOYMENT SCREENING REQUIREMENTS:

Final offer and employment are contingent upon successful completion of the following post-offer, pre-employment screening items:

• Criminal Background Check

• Employment Verification

• Education Verification

• Certification/License Verification (if applicable)

  The City of Boca Raton is an Equal Opportunity (https://www.myboca.us/1226/Equal-Employment-Opportunity) , Inclusive, Veteran's Preference Employer and Drug Free Workplace. It is the policy of the City of Boca Raton to prohibit discrimination on the basis of race, color, religion, gender, gender identity or expression, marital status, age, national origin, disability, pregnancy, familial status, sexual orientation, genetic information, or any other status or condition protected by applicable federal, state or local laws.

BENEFITS SUMMARY

Full-Time Non-Bargaining Employees

ANNUAL LEAVE: Shall accrue prior to an employee attaining permanent status in the classified service, and may be used after six (6) months of employment at the sole discretion of the Department Head, but it shall not be paid out upon resignation or termination unless the employee has attained permanent status (one full year). The maximum accrual is 360 hours.

Year of ServiceAccrual

0 to 5 full years8 hours per month

5 to 10 full years10 hours per month

10 to 15 full years12 hours per month

15 full years and over14 hours per month

CASH OUT OF ANNUAL LEAVE: Employees who have attained permanent status shall be permitted to cash out up to forty (40) hours of accrued and unused Annual Leave, either in a single lump sum payment or two or more partial payments, each fiscal year.

SICK LEAVE: 8 hours per month. Any hours in excess of 960 will be paid off annually at 50%. Upon retirement, employees with a minimum of 5 years continuous service will receive 50% of sick leave balance. Termination for reasons other than retirement shall be entitled to payment for accrued, but unused sick leave, as follows:

Years of servicePercentage

Less than 2 full years0%

2 to 5 full years10%

5 to 10 full years20%

10 full years or more30%

Retirement (normal, early or disability)50%

HEALTH INSURANCE (Premiums): Employee Medical (Base Plan) - Paid 100% by City. Employee contributions are required for the buy up employee coverage plans. Employee Dental (DHMO or Basic PPO Plan) & Vision (Basic Plan) paid 100% by City. Employee contributions are required for the Employee + Dependent(s) for the Medical, Dental, & Vision Plan.

CONTINUOUS SERVICE BENEFIT: As of December 1 each year - Paid during the month of December.

Year of ServiceBenefit

5 to 10 full years$600 annually

10 to 15 full years$800 annually

15 full years and over$1,100 annually

RETIREMENT PLANS: The two pension/retirement options are listed below:

• An option to enroll in a Defined Contribution Retirement Plan. The Defined Contribution Retirement Plan will not require a mandatory contribution. The City will contribute seven (7%) percent of the annual base wages annually. The vesting period for this plan shall be one (1) year from date of hire in the classified service, which coincides with your one-year probationary period.

• An option to enroll in a Defined Benefit Retirement Plan option is available. There is a ten (10) year vesting period with a multiplier of 2.00% at normal retirement and a mandatory seven and three-quarters (7.75%) percent employee contribution.

• The two (2) options will be fully explained prior to an irrevocable selection.

Optional: 457 Deferred Compensation Savings Plan is available.

HOLIDAYS: 15 per year: 12 recognized holidays and 3 floating days which are allocated for the fiscal year beginning October 1, to all 8 hour per day employees. Employees hired between October 1 and March 31 shall receive 3 floating holidays. Employees hired between April 1 and September 30 shall receive 1.5 floating holidays. Floating holidays must be used within the fiscal year. Non-task employees working 10-hour days receive 10, 10-hour paid holidays but do not receive floating holidays.

FUNERAL LEAVE: Up to 3 workdays - In State; Up to 5 workdays - Out of State

TUITION REIMBURSEMENT: Full-time employees are eligible for tuition reimbursement as outlined in the City’s Tuition Reimbursement Policy which is available in Human Resources and subject to the availability of departmental funds.

MILITARY LEAVE: Members in military reserve units who attend annual training are entitled to paid leave not to exceed 30 days each calendar year.

EAP: Employees, spouses, and eligible dependents have access to five (5) face-to-face sessions with a counselor through Cigna's Employee Assistance Program (EAP). Services include assistance with legal, financial, parenting, elder care, pet care, and identity theft.