BENEFITS AND RETIREMENT ANALYST



BENEFITS AND RETIREMENT ANALYST

JOB SUMMARY

This position processes technical information related to District employee retirement and benefit plans. Responsibilities include: enrolling employees in retirement and benefit programs, reconciling and resolving benefit problems, participating in New Employee Orientations, maintaining benefit program changes, and assisting employees on retirement issues.

DUTIES AND RESPONSIBILITIES

This list of essential functions is not exhaustive and may be supplemented as necessary in consultation with the employee(s) involved.

1. Acts as a liaison to the State Department of Retirement Systems (DRS). Administers the retirement program through the DRS. Keeps current on retirement rules, regulations, and changes from legislature, DRS, and IRS. Implements rules and regulations to ensure employees and computer system are updated appropriately. Keeps current on changes to the DRS Employer Handbook, Forms, Notices, Bulletins, and Website.

2. Determines eligibility and processes eligibility enrollment forms based on DRS criteria. Ensures accurate and timely payroll deductions and contributions. Processes terminations, leave of absences, hours, years of services, and adjustments for employees, retiree-rehires, and substitutes. Monitors computerized database for employee’s compensation, contribution, reduction, hours or days of services, rate, states codes and dates and makes adjustments or corrections accordingly. Prepares and transmits electronic monthly Retirement Transmittal Report to DRS for employees and substitutes. Assists employees in DRS buy-back programs.

3. Researches and prepares verification of employment and proof of earnable compensation to DRS. Reconciles and makes necessary adjustments to DRS contribution and deductions for employee contracts and for substitutes switching to regular employee status. Maintains controls and procedures to ensure accurate monthly accounts receivable reconciliation of DRS. Runs reports and performs monthly checks and updates to computerized system for changes generated for or by DRS. Monitors and reports retiree-rehires to ensure compliance with DRS regulations regarding permissible hours or months worked. Processes employment verification and compensation requests from DRS on retirees in a timely and accurate manner. Processes audit requests. Runs DRS Balance Forward Utility for all bargaining groups.

4. Regularly communicates pertinent and current information to employees on Retirement regulations and changes. Publicizes and distributes information to employees on DRS deadlines and notices, including rate and plan transfer allowable changes. Schedules, organizes and assists employees with workshop information and questions related to retirement, including health benefit options and other planning information. Conducts one-on-one meetings with retiring employees. Assists employees with Department of Retirement Systems (DRS) retirement applications.

5. Processes employee salary reduction agreements for Tax-sheltered Annuity (TSA) programs. Provides employees with paperwork and IRS yearly changes related to TSAs. Processes vendor payments to TSA vendors. Keeps current on IRS regulations for TSAs. Updates District forms and computerized system for IRS changes. Manages and maintains District’s approved TSA list of vendor/agents.

6. May conduct New Employee Orientations for Benefits as backup for other Benefits staff. Enrolls employees in benefits; explains plan provisions. Answers employee inquires regarding benefits and pay provisions. Researches and resolves benefit problems for employees, vendors, and claims representatives as necessary.

7. Assists as necessary in processing and entering employee payroll information pertaining to Benefits including: Credit Unions, Medical, Dental, Vision, Hearing, Life, Short Term Disability, Long-term disability, Section 125, and Long Term Care. Updates computer for rate changes, changes due to employee eligibility, terminations, retirees, and changes due to Leaves of Absence. Maintains statistical information on Plan expenses and enrollment.

8. Balances payroll trial report for errors and warnings. Tracks database for potential unreported or improperly reported employees.

9. Processes vendor payments for benefits, Section 125, charitable giving, credit unions and union dues. Reconciles discrepancies. Notifies vendors of additions, terminations, and changes on a timely basis.

10. Coordinates with IFAS Business Analyst changes in Contribution Deduction Hour Codes (CDHs), calculation codes, and common codes. Coordinates reporting requirements with Business Analyst to ensure accuracy and timeliness of changes and adjustments. This includes benefit rates and pooling calculations. Provides a variety of statistical information and reports including data for pooling.

11. Enters and maintains current and accurate information for employees’ union dues, charitable giving, W-4’s, direct deposits, and other payroll deductions. Follows up with employees on mandatory direct deposits.

12. Coordinates Health Reimbursement Account for administrative and supervisory employees. Provides vendor with enrollment and termination information on a timely basis. Processes payments to vendor and maintains statistical information for balances.

13. Processes enrollment and payment authorizations for retiree Voluntary Employee Beneficiary Association (VEBA) III program. Prepares and distributes yearly Memo of Understandings and ensures compliance in accordance with IRS guidelines. Processes sick leave buyout to VEBA III annually and at retirement.

14. Maintains liaison with vendor representatives, brokers, and District staff to handle program changes, solve problems, and communicate with employees regarding benefits. Serves as member of District’s Benefits Committee. Maintains and ensures confidentiality of records under HIPAA laws. Maintains employees’ files, records, and documents related to benefits and payroll deductions.

15. Maintains inventory of benefit forms and brochures. Keeps District intranet updated with accurate information and forms related to Retirement, TSAs, Credit Unions, Direct Deposits, and VEBA.

16. Keeps current on regulations and changes via WASBO, DRS, IRS, and other government agencies. Regularly checks agencies’ distributed materials and websites for current rulings. Attends seminars and meetings conducted by State, Federal, and other professional organizations to keep current on regulations and laws related to benefits and payroll.

17. Performs related duties consistent with job description and employee assignment.

REPORTING RELATIONSHIP

Reports to the Benefits and Leave Manager.

WORKING CONDITIONS

Required to meet inflexible deadlines; required to deal with distraught or angry people; requires substantial visual concentration; requires occasional prolonged exposure to visual display terminal; requires occasional lifting and moving of boxes of supplies and brochures.

|AFFILIATION |SALARY LEVEL |FLSA |

|NNRAP |Level IV |Non-exempt |

MINIMUM QUALIFICATIONS

Education and Experience

Associates of Arts degree in accounting, business administration, or equivalent education, along with three years of general benefits and payroll experience in a large, complex organization. Minimum of three years of expertise utilizing a complex, integrated accounting software that includes Human Resources, Payroll, and Finance.

Allowable Substitution

Human Resources will evaluate alternate combinations of education and experience for comparability.

Required Knowledge, Skills, and Abilities

• Knowledge of basic accounting principles and practices.

• Knowledge of State and Federal Laws related to employee health benefits and retirement.

• Knowledge of payroll and compensation rules, regulations, and procedures.

• Skill in Problem-solving; ability to research, investigate, and identify discrepancies

• Skill in oral and written communication, utilizing proper English grammar and spelling.

• Ability to explain complex benefit and retirement issues to a diverse employee base.

• Ability to attend to details and ensure accuracy and analyses of mathematical calculations and financial data related to payroll, benefits, and employee records.

• Ability to operate office equipment including 10-key calculator by touch at a minimum of 250 spm, and typing at 50 wpm.

• Ability to operate a computer and Microsoft Office Products including intermediate level knowledge of Excel, WORD, internet email, calendaring programs, and other office software.

• Ability to multi-task, organize and set priorities and to work effectively to meet deadlines under pressure.

• Ability to exercise independent judgment with minimal supervision, including ability to maintain confidentiality of information.

• Ability to establish and maintain effective working relationships with staff and the public.

CLASSIFICATION HISTORY

Job description prepared by Human Resources 3/05.

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