Main Responsibilities and Required Skills for a Benefits Administrator
A Benefits Administrator is a professional who plays a crucial role in managing employee benefits programs within an organization. They are responsible for overseeing the design, implementation, and administration of various employee benefits, such as health insurance, retirement plans, and other perks. In this blog post, we will explore the primary responsibilities and the most in-demand hard and soft skills for Benefits Administrators.
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Main Responsibilities of a Benefits Administrator
The following list describes the typical responsibilities of a Benefits Administrator:
Administer
Administer and maintain company benefits programs.
Administer benefit program utilizing Workday and manage enrollments.
Administer employee benefits and provide client services for various groups.
Administer employee leave periods.
Administer group benefits and pension program, enrolling employees and maintaining employee database.
Administer group RRSP and EAP program.
Administer leave of absence programs, such as FMLA and disability.
Administer, monitor and manage all Leaves Programs for the Company.
Administer Short Term Disability (STD) and Long Term Disability (LTD) programs.
Administer vacation and absence tracking system.
Advise
Advise and counsel management and employees on existing benefits.
Analyze
Analyze errors in systems, identify trends, and make recommendations.
Analyze HRIS data and provide direction to various vendors and internal stakeholders.
Answer
Answer payroll-related inquiries from employees.
Assess
Assess and analyze benefit program effectiveness.
Assign
Assign discrepancies and outstanding suspense to team members.
Assist with
Assist all FFCA personnel on payroll and benefits issues with courtesy and in an expeditious manner.
Assist and coordinate annual Section 125 testing with vendor(s) and client contacts.
Assist colleagues and other teams in their production work upon request.
Assist employees with health, dental, life and other related benefit claims and / or questions.
Assist in administration of leave of absence programs and working with third party vendors.
Assist in the design and implementation of new benefits initiatives.
Assist in the development of employee wellness programs.
Assist manager with year end activities.
Assist Payroll / Benefits Manager in completing benefits reporting requirements and plan audits.
Assist with new client implementations.
Assist with other tasks and projects as required by the Total Compensation Team.
Assist with payroll year end completion.
Assist with special projects as needed.
Assist with spreadsheets related to Workday's (HR Database) payroll processes.
Assist with the implementation of an outsourced benefit administration model.
Assist with year-end procedures.
Assure
Assure company compliance with provisions of Employee Retirement Income Security Act.
Bridge
Bridge gap between payroll and other departments.
Calculate
Calculate and Issue of manual checks on final discharge.
Check
Check for accuracy and code premium payments.
Code
Code all benefits expenses within AP deadlines to ensure timely & accurate payment.
Collaborate with
Collaborate with HR team to ensure seamless benefits administration.
Collaborate with insurance providers and vendors.
Communicate
Communicate benefits information to employees.
Communicate complex ideas in a manner that can be easily understood - Orally & Written.
Communicate with and answers enquires from other departments.
Communicate with employees regarding any HR, Payroll, or Benefits inquiries.
Communicate with outside, third-party vendor companies' representatives.
Compile
Compile statistics and reports.
Complete
Complete and analyze monthly payroll reconciliations.
Complete monthly business payroll survey for Statistics Canada, Monthly Report on Hiring's.
Complete unemployment, earnings verification and disability requests as needed.
Conduct
Conduct annual benefits program evaluations and benchmarking.
Conduct audits to ensure data accuracy and compliance.
Conduct employee benefits education and training sessions.
Conduct monthly and annual open enrollment meetings for both insurance and 401K plans.
Conduct onboarding and employee education to ensure a positive employee experience.
Conduct research and analysis to evaluate benefit options.
Contact
Contact person for annual compliance audit.
Coordinate
Coordinate 401k education sessions.
Coordinate and process the payroll of all FFCA employees.
Coordinate Benefits Administration.
Coordinate communications with vendors, People Operations team and payroll.
Coordinate daily benefits processing and the monthly billing cycle.
Coordinate exchange of data for external and internal plan audits.
Coordinate new hire orientation.
Coordinate open enrollment and annual benefit plan changes.
Coordinate the transfer of data to external contacts for services, premiums, and plan administration.
Coordinate transfer of data to external contacts for services, premiums and plan administration.
Coordinate with legal counsel on benefits-related matters.
Coordinate with payroll department for accurate benefit deductions.
Create
Create and upload ROE files electronically to Service Canada.
Create new employee packages containing all necessary forms.
Develop
Develop and administer employee benefits programs.
Develop and maintain ongoing relationships with employees and HR representatives of supported firms.
Develop communication tools to enhance understanding of the company's benefits package.
Develop strong professional relationships with Broker / Vendor / Insurance Carrier Contacts.
Document
Document and maintain administrative procedures for assigned benefits processes.
Download
Download payroll registers.
Enroll
Enroll, change and terminate employees with associated vendors.
Ensure
Ensure accurate handling of employee deductions (CPP, EI, Federal taxes etc.).
Ensure accurate reporting and remittances to appropriate government agencies.
Ensure all data input files are complete for transmission to ADP.
Ensure compliance with all local benefit laws.
Ensure compliance with relevant laws and regulations.
Ensure data privacy and maintain confidentiality of employee information.
Ensure that all new benefit plans and plan design changes are implemented correctly.
Ensure timeliness and accuracy of required reporting and fees.
Enter
Enter boot / vision payments.
Enter, maintain, and / or process information in the payroll system.
Enter new employees into ADP and payroll tracking spreadsheet.
Enter staff sale deductions.
Escalate
Escalate issues as appropriate.
Establish
Establish and maintain relationships with Benefit vendors.
Establish new state wage taxes and UI accounts.
Evaluate
Evaluate and revise internal processes to reduce costs and increase efficiency.
Evaluate and select benefit providers and vendors.
Facilitate
Facilitate and educate new hires on benefits program during the new hire orientation.
Facilitate audits by providing records and documentation to auditors.
File
File payroll documents either into the payroll binder for each period or into the employee files.
Follow-up
Follow-up with out of scope employees regarding vacation balances and vacation sign-off letters.
Fund
Fund and reconcile employee retirement plan and health care spending contributions.
Gather
Gather and enter new employee data into Ceridian, benefits portal and time entry system.
Generate
Generate Employee demographic and benefit reports.
Generate reports in Workday.
Generate systems and protocols to direct the collection, calculation and entering of pay data.
Identify
Identify and recommend updates to payroll accounting software, systems, and procedures.
Interpret
Interpret policies / procedures, benefit programs and collective agreement, as required.
Interpret policy terms and provisions.
Issue
Issue ad hoc, monthly, quarterly, and annual reports including all year end processing.
Issue new policies, renew and process mid-term and policy changes.
Keep
Keep track of leave time, such as vacation, personal, and sick leave, for employees.
Liaise with
Liaise with HR, Operation Team and other departments to resolve payroll issues.
Maintain
Maintain accurate records and data related to benefits.
Maintain accurate, up-to-date and orderly personnel records for all ABI Group employees.
Maintain all benefit programs including processing enrolment, terminations, amendments.
Maintain and updates vacation, sick leave and other leave time records.
Maintain benefits sections in booklets, on the intranet portal and in the Workday system.
Maintain complete personnel records for all employees.
Maintain employee electronic document system and paper HR files.
Maintain professional and technical knowledge by attending educational workshops.
Maintain reporting to identify large discrepancies or account lapse indicators.
Make
Make recommendations to Manager to improve department efficiency.
Manage
Manage all pre and post enrolment processes and ensure delivery deadlines are met.
Manage and negotiate benefit plan costs and contracts.
Manage and responds to all inquiries from many outside agencies and third parties.
Manage and update the database to ensure all employee data is secure and accurate.
Manage employee remittances.
Manage employee retirement plans, such as 401(k) or pension.
Manage the client inbox items and provide follow up within 24hrs.
Manage the company's COBRA administration program on behalf of clients.
Mentor
Mentor and coach benefits specialists, team members and other departments.
Monitor
Monitor and track employee contributions and deductions.
Monitor benefit program budgets and expenses.
Monitor, track and report holiday, vacation and attendance records.
Oversee
Oversee the annual open enrollment period.
Participate in
Participate in meetings with the third-party administrator and / or providers.
Participate in the development of a new HRIS system.
Perform
Perform audits within our benefit systems.
Perform clerical duties, such as maintain filing systems.
Perform full-cycle payroll.
Perform year-end adjustments and remit statutory deductions.
Plan
Plan members and our clients rely on completing your tasks accurately and on time.
Prepare
Prepare and develop reports for the Operations and Finance team.
Prepare and distribute benefits-related communications and materials.
Prepare and manage custom reports for all HR and Finance related needs.
Prepare census reports and benefit reports for internal and external business partners.
Prepare, compile, and maintain spreadsheets, databases.
Prepare C-Suite Executive summaries for final approval of negotiated plans.
Prepare LOA forms for cost share of Group Benefits during a Leave.
Prepare monthly reconciliations of payroll accounts.
Prepare monthly sales commissions reports in a timely fashion.
Prepare monthly statements.
Prepare payroll files for submission, ensuring timely and accurate payrolls without exception.
Prepare, print and send client invoices.
Prepare reports as requested to support activities such as mass mailings.
Prepare T4A's for contract employees paid through Accounts Payables.
Prepare various payroll journal entries and accruals.
Process
Process and capture information to system according to established methods and procedures.
Process and manage employee enrollment and eligibility.
Process and oversee employee claims and appeals.
Process bi-monthly expense processing for all staff.
Process bi-weekly payroll for hourly employees and semi-monthly payroll for salaried employees.
Process enrollment adds, changes, and terminations.
Process new hires, vacations, and changes in a timely and accurate manner.
Process off cycle employeecheque runs.
Process paperwork for all new hire employees in Payworks to allow for efficient payroll setup.
Process payroll and administer employee benefits.
Process RRSP Application forms and employee payroll deductions based on eligibility.
Process semi-monthly in-house full-cycle hourly payroll – approximately 500 employees.
Process terminations and issue online ROEs.
Process the company's semi-monthly payroll through the ADP payroll system.
Produce
Produce various reports for the Union offices as required.
Provide
Provide accurate and thorough answers to client requests and questions.
Provide administrative and operational support for wellness programs.
Provide general support to the accounting department as needed.
Provide help with all internal and external audits of payroll.
Provide payroll information for WCB requests (Washington, California, BC).
Provide recommendations for improving benefits offerings.
Provide suggestions for innovation and process improvements.
Provide timely responses and resolve inquiries from employees regarding paychecks and benefits.
Provide year-end support to Finance team.
Receive
Receive full benefits, wellness package included.
Record
Record and track employees' time off (sick, vacation).
Record, maintain and update payroll procedures.
Render
Render overtime work on a daily basis during high volume week.
Report
Report inconsistencies or missing procedure documentation.
Research
Research employee benefits plans and vendors to identify those that present the best value.
Reset
Reset eligibility dates in payroll system for those who have not met eligibility requirements.
Resolve
Resolve any payroll discrepancies.
Resolve data integrity issues and assist in periodic data audit with internal teams.
Resolve employee inquiries and issues regarding benefits.
Resolve employee questions and problems with adherence to benefit policies and procedures.
Respond to
Respond to payroll inquiries.
Respond to sales representatives' questions about their reports.
Retrieve
Retrieve and verify timesheets for processing.
Review
Review and ensure accuracy of time cards, time records and PTO accruals.
Review and make adjustments to timesheets per supervisor requests.
Review data in conjunction with actuarial evaluation task forces.
Review existing published documentation on the company intranet, updating as needed.
Review procedures and evaluate payroll practices to improve services and accuracy.
Review roll call sheets against ADP.
Run
Run payroll every two weeks which includes the following.
Solicit
Solicit, receive, record, process, and file payroll and benefit related information.
Stay informed about
Stay informed about changes in healthcare and retirement laws.
Stay on-call on an as-needed basis during Saturdays and holidays.
Stay updated on industry trends and best practices.
Suggest
Suggest ways on how to improve the current process and team metrics.
Supervise
Supervise quarterly and year-end payroll reports.
Support
Support accounting year end activities.
Support HR team with various projects and initiatives as needed.
Support new employees through the onboarding process.
Support the annual compensation review and adjustment process.
Support the Senior Director and HR team with general administration as required.
Take
Take and handle all inquiries arising from questions about payroll.
Track
Track and monitor all Leaves as determined by management.
Track salary changes for and notify CAB.
Train
Train our internal stakeholders on new payroll procedures and software.
Understand
Understand hourly pay and the challenges an automated time keeping system can present.
Update
Update Access databases and Excel spreadsheets.
Update all Tasks in the Project Management tool daily and accurately.
Update and configure Workday system with benefits plan changes and renewal premium rates.
Update and maintain all WSIB, Group benefits and related information.
Update employee records and maintain employee benefits files.
Utilize
Utilize strong time management and organizational skills to successfully multi-task.
Work with
Work with internal / external stakeholders on payroll inquiries.
Work with payroll vendor to manage internal and external audit requests.
Most In-demand Hard Skills
The following list describes the most required technical skills of a Benefits Administrator:
Knowledge of employee benefits laws and regulations.
Proficiency in benefits administration software and HRIS.
Understanding of health insurance plans and terminology.
Familiarity with retirement plans, such as 401(k) and pension.
Analytical skills for data evaluation and trend analysis.
Attention to detail in managing benefits-related documentation.
Financial management and budgeting skills.
Excel or spreadsheet proficiency for data tracking and analysis.
Familiarity with compliance requirements, such as ERISA and ACA.
Strong mathematical and quantitative skills.
Ability to interpret benefits plan documents and policies.
Knowledge of COBRA and other continuation coverage regulations.
Proficiency in benefits enrollment and eligibility processes.
Understanding of benefits communications and employee education.
Ability to conduct cost analysis and negotiate benefit contracts.
Experience with benefits audits and data reconciliation.
Familiarity with leave management programs and regulations.
Knowledge of HIPAA regulations and data privacy.
Understanding of wellness program design and implementation.
Proficiency in benefits-related reporting and metrics analysis.
Most In-demand Soft Skills
The following list describes the most required soft skills of a Benefits Administrator:
Excellent communication and interpersonal skills.
Strong organizational and time management abilities.
Attention to detail and accuracy in managing benefits data.
Customer service orientation for resolving employee inquiries.
Ability to work effectively within a team environment.
Problem-solving and critical-thinking skills.
Confidentiality and ethical conduct.
Adaptability and flexibility in a dynamic work environment.
Relationship-building and stakeholder management.
Strong presentation and training skills.
Conclusion
A Benefits Administrator plays a vital role in managing the benefits programs of an organization. Their responsibilities include developing and administering benefits programs, ensuring compliance with regulations, communicating benefits information to employees, processing enrollments, collaborating with vendors, and resolving employee inquiries.
To excel in this role, Benefits Administrators need a combination of hard and soft skills. Hard skills include knowledge of benefits laws and regulations, proficiency in benefits administration software, understanding of health insurance and retirement plans, analytical and financial management skills, and familiarity with compliance requirements. Soft skills such as communication, organization, problem-solving, customer service, and adaptability are also essential.
