Class Code: PP103
FLSA Status: Non-exempt

Benefits Technician

Bargaining Unit: SEA

DEFINITION:

Under general supervision, the Benefits Technician performs technical administrative duties to coordinate, maintain and administer employee, retiree and COBRA benefits programs in the Human Resources (HR) Department;  assists in the administration, implementation, and modification of employee benefit programs; acts as liaison between the Santa Cruz METRO, employees, insurance carriers, contractors, and others; may assist with other HR technical functions in support of recruitment, records administration, employee relations, classification, compensation, staff development and/or other activities; and performs related work as required.

DISTINGUISHING CHARACTERISTICS:

Benefits Technician is a journey-level technical, administrative class in the series. An incumbent in this class performs tasks requiring interpretation and application of specialized HR policies related to the administration and maintenance of employee, retiree and COBRA benefits while ensuring that assigned activities comply with various legal, regulatory, policy and other requirements.  

EXAMPLES OF DUTIES AND RESPONSIBILITIES:

The duties listed below represent the various types of work that may be performed. The omission of specific statements of duties does not exclude them if the work is related or a logical assignment to this class.

  • Coordinates, organizes and conducts technical benefits-related activities following established procedures.
  • Processes all benefit enrollment and billing for new, active, retiring, and separating employees; maintains and monitors benefit programs for compliance with insurance contracts and labor contracts; provides information related to benefit plans including medical, dental, vision, life, long term disability insurance, Employee Assistance Program, and others. 
  • Develops, prepares, and presents the benefits portion of the new employee orientation program; determines initial and ongoing eligibility for benefit programs; schedules and conducts offsite open enrollment meetings.
  • Assists in the administration, implementation, and modification of employee benefit and insurance programs with contractors and carriers; coordinates and monitors employee benefit programs, enrollments, and expenses related to the Santa Cruz METRO budget; assists in maintaining State, Federal, and other regulatory compliance for all employee benefit programs.
  • Participates in reviewing benefit programs and insurance plan documents, proposals, bids, specifications, forms, announcements, and other benefit related technical documents.
  • Provides cost and enrollment information to Finance as requested to assist in the preparation of the Santa Cruz METRO annual budget; monitors insurance premiums and other benefit-related administrative expenses; audits, reviews, corrects, and prepares billing documentation for payment.
  • Serves as a liaison on employee benefits issues between HR, employees, retirees, terminated employees, dependents, beneficiaries, Santa Cruz METRO departments, insurance carriers, contractors, and others; prepares claim forms; monitors employee leave reports for benefit tracking purposes.
  • Coordinates with Payroll on benefit deductions and 457 Plan annual contribution limits.
  • Audits payroll reports for benefits-related errors; verifies that proper health and life insurance deductions have been taken; conducts research as needed; notifies employees of errors and monies owed; creates payroll deduction forms for payroll; collects checks and provides to Finance.
  • Updates and maintains benefits and other information in the computerized Santa Cruz METRO Human Resources Information System (HRIS); conducts HRIS queries and prepares regular and periodic reports for management as requested; maintains various logs and lists.
  • Performs technical research and prepares summaries of findings; initiates, composes and/or types various department memos, letters, reports, statistical data, and other narrative documents; writes, updates and maintains department procedures and procedure manuals. 
  • May perform other HR technical duties in support of recruitment, records administration, employee relations, classification, compensation, staff development and/or other activities.
  • May supervise subordinate clerical and/or other support staff by scheduling, assigning, directing and evaluating their work; provides staff training as needed; may perform and/or have significant input into subordinate staff selection and disciplinary action.
  • Maintains confidential materials, records, files, and other privileged information.
  • May monitor expenditures and prepare payment authorizations.
  • Provides information to employees and the public. 
  • Operates standard office equipment; utilizes standard business computer software in performing job tasks.
  • May utilize specialized Santa Cruz METRO software.
  • Drive a Santa Cruz METRO vehicle to perform assignments.
  • Performs related work as required

EMPLOYMENT STANDARDS:

Knowledge of:

  • Technical principles, practices, and procedures common to public employment, including employee benefits and insurance programs.
  • Basic laws and regulations applicable to public agency benefits administration.
  • Modern office practices, procedures, and equipment, including automated human resources information systems.
  • Technical processes pertaining to accounting, purchasing, and data maintenance.
  • Business correspondence, formatting and report writing.       
  • Technical methods of researching, gathering, organizing, and reporting data.
  • Methods of prioritizing, planning, and organizing work.
  • Principles and practices of employee supervision, including performance evaluation and progressive discipline.
  • Advanced time management techniques.
  • Customer service techniques.
  • Basic mathematics, including percentages and basic statistics.
  • Advanced telephone techniques and etiquette.
  • The effective use of modern office equipment, personal computers, and standard business software. 

Ability to:

  • Evaluate, interpret and apply human resources policies, regulations, and requirements, particularly those applicable to the administration of employee benefits.
  • Coordinate and perform technical human resources activities in a manner that complies with applicable laws, regulations, and policies.
  • Work independently using good judgment, tact, and discretion.
  • Maintain confidentiality of materials, records, files, and other privileged information
  • Interpret, explain and apply human resources policies, procedures, and regulations.
  • Gather, record, and summarize data in a variety of formats.
  • Develop and maintain records and control systems with accuracy and attention to detail.
  • Supervise the work of subordinate clerical and/or support staff.
  • Adhere to established work schedules and timelines.
  • Maintain a calm demeanor in stressful situations.
  • Balance multiple assignments simultaneously and effectively.
  • Utilize standard office equipment and computer software and learn to use specialized Santa Cruz METRO software if assigned.
  • Communicate clearly and effectively in both oral and written form.
  • Establish and maintain effective working relationships within the department and with other divisions, departments, agencies, suppliers, vendors, and the public.

MINIMUM QUALIFICATIONS:

Any combination of experience and education that would likely provide the required knowledge and abilities is qualifying.  A typical way to obtain the knowledge and abilities would be: 

Education, Training, and Experience:

Four (4) years of progressively responsible clerical experience requiring the operation of personal computers, database systems, typing, and maintaining detailed recordkeeping systems. 

Experience must have also included at least three (3) years of benefits administration experience in a centralized human resources organization.

Recent experience is desirable.

LICENSES AND CERTIFICATES:

A valid California Driver’s License will be required at the time of appointment and throughout employment.

Must be able to obtain and maintain a current, valid California Class “C” Driver’s License.

PHYSICAL AND MENTAL DEMANDS:

The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands 

While performing the duties of this job, the employee is often required to reach with hands and arms; walk and sit; use finger dexterity, and talk and hear.  Work often requires the repetitive use of both hands to grasp and feel objects and use a keyboard.  The employee is regularly required to stoop at the waist, kneel, crouch, and stand. Occasional lifting up to 25 pounds unaided may be required. Specific visual abilities required for this job include close vision, distance vision, the ability to see colors and shades, and the ability to perceive depth. 

Mental Demands 

While performing the duties of this job, an employee uses written and oral communication skills; reads and interprets data, information and documents; uses basic math and mathematical reasoning; performs detailed work; deals with multiple concurrent tasks; and interacts with others encountered in the course of work.

Work Environment: 

The employee works in a standard office environment where the noise level is usually moderate. 

OTHER CONDITIONS OF EMPLOYMENT:

  • Must pass a requisite background check.
  • Must maintain strict confidentiality of work-related information. 
  • May occasionally work extended hours or hours outside of the regular schedule.

*Adopted: 12-11-18

*BOD Approved: 08-23-19

*Revised: 00-00-00

*Job Family: Administrative Technical

*Job Series: Benefits Technician

*Job Series Level: Journey

*Confidential: Yes