Benefits & Wellness Coordinator

• Position open until May 19, 2024*

The City of Haines City is an equal opportunity employer and will consider all applicants for all positions equally without regard to their race, sex, age, color, religion, creed, national origin, veteran status, or any other legally protected status. The City of Haines City is a Drug-Free Workplace. Applicants who complete the initial screening process will be required to complete a pre-employment drug screen and physical. Police Department applicants will also be required to take a Polygraph Examination. All information provided by an applicant will be verified for truthfulness and accuracy if a conditional offer of employment is made. Applications and other submitted documents are considered public records.

POSITION FUNCTION:

Under the direction of the Finance Director, performs assigned duties to support the administration and oversight of the City's comprehensive benefit offerings. The coordinator is responsible for the day-to-day administration of employees' benefits, such as health insurance plans, retirement plans, and wellness programs. This role requires strong communication skills with employees, third-party providers, and insurance brokers.

ESSENTIAL DUTIES:

• Performs duties necessary to administer employee benefits programs, including Healthcare Insurance, Retirement, Wellness, and other ancillary benefits. Duties include but are not limited to, enrollment and termination of benefits, claims adjudication, reviewing and updating contract documents, and preparing analysis for annual audits, budget forecasts, and renewals.

• Responsible for the billing reconciliation of benefit provider invoices to the City's employee benefits database and payroll deductions.

• Ensures City benefit policies remain compliant with set laws and regulations by keeping detailed records and proper completion of related forms in coordination with the broker of record.

• Collaborates with the Director on planning and coordination, marketing efforts, research into new benefits, cost-saving strategies, and other objectives that enhance the effectiveness of benefits programs.

• Schedules and coordinates enrollment periods, presentations, and training concerning health benefit programs.

• Functions as liaison between the City's benefit programs and Third-Party Administrators.

• Develop and conduct training and continual education programs for all City employees to include but not limited to the Wellness Incentive Program.

• Engages with employees and retirees on explanation of benefits and instructs them on enrollment procedures in consultation with vendors as necessary.

• Responsible for oversight of all information entered into the employee benefits database, reviews all reports, and reconciles with Payroll to resolve errors.

• Creates and distributes unique communications to employees and third-party benefits administrators related to education sessions, open enrollment, annual health fairs, and wellness topics.

• Functions as HIPAA Privacy Officer.

• Assists with compliance issues with a Section 125 Cafeteria plan, Consolidated Omnibus Budget Reconciliation Act (COBRA), the Affordable Care Act (ACA), and the Internal Revenue Service (IRS).

• Assists with recording of death claims and disability waivers under the group life insurance program and salary continuance program.

• Assists with the collection of essential data for an actuary to include census with demographics and financial status of the City's Self-Funded Health Plan for submission to the Government Accounting Standard Board (GASB/OPEB), Medicare Part D, and submission of health fund to the state to comply with the Section 112.08.

• Coordinates and applies for the retiree Drug Subsidy (RDS) annual Medicare Part D Subsidy for processing the application and reimbursement.

• May be required to work alternate hours as necessary for the efficient operation of the department.

• Performs additional duties as assigned.

ENVIRONMENT:

Duties are performed primarily within an office environment or setting. Possible exposure to dust and mold.

QUALIFICATIONS:

• Required knowledge and experience are normally obtained through the completion of an advanced education from an accredited educational institution of higher learning resulting in a bachelor's degree in insurance, Public Administration, Business Administration, Organizational Development, or a related field.

• Five (5) years of benefits administration experience.

• An equivalent combination of education, training, and experience that provides the knowledge, skills, abilities, and other competencies necessary for success in the target position may be considered.

• A Professional in Human Resources (APHR) designation is preferred.

• Must possess good oral and written communication skills.

• Must be able to read and understand Federal and State regulations, and City policies and procedure manuals.

• Must be able to communicate and professionally present oneself, and can successfully work with confidential information, such as personal and protected information.

• Ability to work under high demands, short time constraints, and the pressure of a fast-paced work environment.

• Ability to remain up to date on Federal, State, and City regulations, best practices, and policies affecting department activities.

• Ability to establish and maintain effective working and professional relationships with City and other public employees, public officials, contractors, consultants, vendors, media, and the general public.

• Ability to use Microsoft Office (e.g. Word, Excel, PowerPoint, etc.).

• Ability to perform basic mathematical equations necessary to perform budget, benefits, and procurement analyses.

OTHER REQUIREMENTS:

• Must possess a valid Florida Class E driver's license.

• Must pass post-offer pre-employment Drug Screen, Physical Examination, and Applicable Background Checks.

SPECIAL REQUIREMENT:

This position may be required to report for work when a declaration of emergency has been declared in Polk County.