Senior Human Resources Benefits Specialist

Job Description

Position Summary: The Senior Human Resources (HR) Benefits Specialist supports the HR Department in the administration, compliance, and communication of employee benefit programs across all diocesan locations. This position is responsible for overseeing benefit plan operations-including health, dental, vision, life, disability, flexible spending, and retirement programs-and serves as the primary contact for employee benefit, disability and worker's compensation inquiries. The Specialist ensures accurate benefit transactions, compliance with federal and state regulations, and timely coordination with insurance providers, brokers, and third-party administrators. The role requires a high degree of confidentiality, organization, and analytical ability, as well as a strong understanding of benefit structures within a non-profit organizational context.

Classification: Exempt (Full Time)

Reports To: Miriam Santos, Director of Human Resources

Essential Job Functions

Employee Benefits Administration

-Serve as the primary contact for employee benefit inquiries, including medical, dental, prescription, vision, life, short-term and long-term disability, and flexible spending accounts.
-Manage administration of Short and Long Term Disability (STD and LTD) matters for Chancery employees based at the Chancery location.
-Serve as the primary contact for employee's or location coordinator's STD and LTD inquiries at non-Chancery locations.
-Act as liaison between insurance carrier and employees or location coordinators, providing guidance and support as needed.
-Process enrollment and life event changes for new hires, terminations, and qualifying events in coordination with carriers and payroll.
-Manage open enrollment, including system setup, employee communications, and coordination with insurance brokers and vendors.
-Prepare benefit communications and educational materials for employees and location benefit coordinators.
-Oversee benefit eligibility rules, coverage levels, and employer/employee premium cost split changes.
-Coordinate benefit extensions, portability, and premium waiver processes as applicable.
-Maintain benefit-related data integrity in HRIS and ensure timely, accurate processing of benefit deductions.

Workers' Compensation

-Manage administration of Worker's Compensation matters for Chancery employees based at the Chancery location.
-Serve as the primary contact for location coordinator's worker's compensation inquiries at non-Chancery locations.
-Act as liaison between insurance carrier and employees or location coordinators, providing guidance and support as needed.
-Ensure proper completion, tracking, and follow-up of worker's compensation claims at each location.
-Serve as liaison with worker's compensation carrier for claim documentation, monitoring, and reporting.
-Obtain Commercial Loss Experience reports from vendors or brokers, and complete Form 300 for OSHA compliance.
-Post OSHA Form 300 in appropriate locations from February 1 to April 30 each year.

403(b) Retirement Plan Administration

-Process biweekly and monthly 403(b) transmittals and maintain accuracy of deferral data within payroll.
-Administer distribution requests, reporting changes, and required minimum distributions (RMD) for eligible employees.
-Draft and distribute correspondence to employees or locations regarding late transmittals or plan updates, coordinating escalations with the HR Director.
-Monitor file feeds, ensure compliance with plan provisions, and support annual plan audit activities.

Affordable Care Act (ACA) Compliance

-Coordinate monthly meetings with ACA vendor to monitor eligibility affordability and offers of coverage.
-Manage electronic submission of 1095-C forms in partnership with ADP and the compliance vendor.
-Monitor ACA penalties, affordability metrics, and potential exposure to ensure organizational compliance.

Health and Welfare Plan Oversight

-Support implementation of new benefit programs and enhancements in coordination with the insurance broker.
-Maintain accurate payment records for benefit invoices, ensuring prompt processing of CBET and other payee updates.
-Track benefit premium reconciliations and partner with accounting as needed for accurate financial reporting.

Policy, Reporting, and Compliance

-Stay current on federal and state benefit laws, including ACA, ERISA, HIPAA, and DOL requirements.
-Communicate new or amended legislation to the HR Director, updating internal procedures as required.
-Complete annual EEOC reporting and quarterly audits of employee demographic data within ADP.
-Prepare a variety of reports and analyses as requested by leadership or outside agencies.

Training and Education

-Develop and conduct internal HR trainings and employee education sessions on benefits and related systems.
-Prepare presentation materials and educational resources for employees and HR representatives.
-Support benefits-related content management in SharePoint and Website.

Special Projects

-Update Diocesan website and SharePoint files as needed.
-Support departmental initiatives and special projects as assigned.
-Assist with annual evaluation process administration and documentation review.
-Perform other duties related to benefit services or HR operations as assigned.

Education and Qualifications

-Bachelor's degree in Human Resources, Business Administration, or a related field required.
-Minimum of 3-5 years of progressive HR or benefits administration experience.
-Strong understanding of employee benefit plans and applicable regulations (ERISA, ACA, HIPAA, STD, LTD, Worker's Compensation).
-Excellent written and verbal communication skills with strong customer service orientation.
-Demonstrated ability to manage confidential information and sensitive issues with discretion.
-Proficiency in HRIS and Microsoft Office (Word, Outlook, Excel-including advanced formulas such as VLOOKUPs).
-Proven ability to multi-task and manage complex benefit processes with accuracy and timeliness.

Preferred Qualifications

-Master's degree in a related field.
-Prior experience in a non-profit, educational, or Catholic organization.
-Prior experience with ADP Workforce Now, SharePoint, and benefit management software.
-Practicing Catholic in good standing.

About the Employer

The Chancery exists to serve the mission of the Bishop of Charleston to teach, sanctify, and govern the Catholic Church in South Carolina. Led by the Bishop, the Chancery supports the clergy, religious, and lay faithful in fulfilling the Great Commission given to us by the Lord Jesus.