Benefits Specialist

Senior Buyer

Posting Scope: Internal / External

Posted Date: October 17, 2024

Closing Date: October 28, 2024, 4:30 PM PST

Department: Finance

Posting Type: Maternity/Parental Leave Replacement – up to 18 months

Work schedule: Monday to Friday ( 35 hour work week)

Salary: $ 48.05 per hour, Pay Grade 14 (under review)

Job Code: 4458

Employee Group: This is a CUPE Local 50 position

Number of Vacancies: 1

Work from Home

The successful candidate for this posting may be eligible for participation in a hybrid, work from home arrangement in alignment with the City’s Work from Home Policy. Such arrangements are determined with each employee and subject to change based on operational needs and policy direction.

Flex

The successful candidate for this vacancy would participate in a modified work week, earning a flex day off each bi-weekly period by working additional time each day. Modified work weeks established in accordance with the CUPE Local 50 Collective Agreement and are subject to change.

POSITION FUNCTION

Reporting to the Manager, Payroll and Benefits, the Benefits Specialist is responsible for the overall administration of the City’s employee benefits and pension programs, while ensuring compliance with relevant regulations.

In this role, the Benefits Specialist will work closely with cross-functional teams, including Finance, People and Culture, as well as external insurance providers to facilitate a positive benefits experience for employees. By optimizing the use of technology, the Benefits Specialist will pave the way for the future of the organization’s compensation and benefits administration.

KEY DUTIES

Benefits Enrollment and Administration:

• Supervise and provide training to Payroll Administrators on benefits administration, including handling employee inquiries, complex reconciliations, and addressing benefit-related tasks that remain part of the payroll process.
• Participate in the onboarding of new employees by delivering an overview of the applicable benefits program and assist with completing enrollment forms when needed.
• Act as the primary contact for all employee related inquiries regarding benefits programs, retirement plans, disability coverage, and wellness initiatives as they relate to applicable collective agreements and City policy.
• Prepare and distribute benefit statements, or information to employees, who may have a salary overpayment or any amounts owing to reconcile benefit premiums.
• Respond to pension-related inquiries, including those from the Municipal Pension Plan for retiring employees, and facilitate retirement planning sessions by providing employee entitlement statements.
• Prepare and disseminate year end pension reporting, pension adjustment statements, and purchase of service applications.
• Follow up on employee benefit arrearages, for those who may be on a leave of absence or other, and request reimbursement for all outstanding debts. Unusual or extreme debts are referred to the Manager of Payroll and Benefits.
• Collect and process payment for benefit premiums while employees are on leave.
• Ensure timely and accurate enrollments, reconciliation, payment remittance, adjustments, and reporting are provided to benefit carriers, WorkSafeBC, Municipal Pension Plan and the City’s HRMS.
• Update the payroll system with all benefit rate changes to match carrier premiums and comply with collective agreements.
• Participate in the resolution of complex benefits issues, changes, and policy interpretation.
• Deliver exceptional service by providing accurate, clear, and consistent advice, guidance, and direction to staff and departments when presenting and relaying benefits information.
• Maintain confidentiality when handling employee benefits information and adhere to City policies and legal requirements regarding data privacy and confidentiality.

Process Improvement

• Contribute to the ongoing development of the department by supporting and sharing knowledge with other team members to continually improve operational efficiency.
• In collaboration with the Manager of Payroll and Benefits, provide input for the development and implementation of business processes that will improve the employee experience and streamline the efficiency of the department.
• Assist with and review in the preparation of working documents related to benefits accounts for year-end audits and the production of payroll year-end activities, such as T4’s and other statutory reporting and reconciliation, including Municipal Pension Plan and WorkSafeBC.
• Participate in the development, implementation, and testing of benefits system changes or new systems, functionality, and regular updates. Perform and coordinate user testing, acceptance, and implementation.
• Maintain the City’s intranet landing page for FAQ’s and updated benefit forms.
• Provide benefits related data, as requested, for the purpose of collective bargaining.

Perform other related duties.

INDEPENDENCE

• Work is assigned according to payroll schedules in compliance with policies and regulations or is generated by requests for service.
• Issues such as deviations from policy and established procedures are discussed with supervisor with recommendations.

WORKING CONDITIONS

Physical Effort:

• Sit with arms unsupported while keyboarding. (often)

Mental Effort:

• Meet multiple payroll and outside agency deadlines. (frequent)
• Extended periods of intense concentration while performing calculations or analysis. (often)

Visual/Auditory Effort:

• Focus on source documents and computer for short periods. (often)

Work Environment:

• Office Environment.

KEY SKILLS AND ABILITIES

• Comprehensive knowledge of accounting principles and procedures, with a strong understanding of current Canadian Payroll legislation
• Ability to work positively and cohesively in a team environment, as well as on an individual basis.
• Ability to maintain periods of intense concentration with frequent interruptions that demand immediate attention.
• Ability to use a variety of software, including MS Word, MS Excel, Outlook, Adobe Acrobat and JD Edwards experience is an asset.
• Strong problem solving and analytical abilities, supplemented by good organizational skills are also required, as is skill in dealing tactfully and sensitively in a variety of situations including exercising substantial discretion with highly sensitive and confidential information.
• Ability to organize and prioritize, and to work under pressure, meet tight payroll schedules, and maintain a high level of accuracy and efficiency.
• Ability to understand and apply the principles, methods, and techniques of payroll and benefits as they relate to a unionized environment and municipal accounting.
• Excellent communication (oral and written) and interpersonal skills are a must for this position, as this role provides technical guidance and advice to user departments.
• Ability to maintain accurate records, establish and maintain positive working relationships, and work effectively with public and outside agencies.

QUALIFICATIONS

Formal Education, Training and Occupational Certification:

Education:

• High school graduation. Those with a diploma or degree in Human Resources, Business Administration, Finance, Accounting, or a related field are preferred.
• Group Benefits Associate (GBA) designation or working towards certification.
• Certified Employee Benefit Specialist (CEBS), Certified Compensation Professional (CCP), Payroll Compliance Practitioner (PCP), Payroll Leadership Professional (PLP), or related are considered an asset.

Experience:

• 4 years of related experience including payroll and benefits administration in a payroll environment or an equivalent combination of education and experience.

OTHER:

• Up-to-date knowledge of payroll and benefits techniques and related government regulations.
• May be requested to substitute in a more senior position.