Benefits and Wellness Associate

Matrix Service Company•Tulsa, OK

About The Position

Within the HR Shared Services environment, the Benefits & Wellness Associate is primarily responsible for performing day-to-day benefits administration, processing monthly billings and invoices, maintaining the HR system, and administering various benefits programs. Provides support for employee and vendor inquiries regarding benefit plans, champions wellness initiatives across the organization, and assists in process improvement initiatives in all aspects of benefits and wellness responsibilities.

Requirements

2+ years’ related benefits administration experience.
Excellent computer skills, including MS Word, Excel, and Outlook; previous HRIS database experience preferred.
Strong analytical skills, including the ability to run reports, analyze data and identify discrepancies.
Strong detail orientation and organizational skills; must have ability to prioritize work and meet deadlines.
Strong verbal and written communication skills with ability to draft and edit internal communications.
Ability to maintain confidentiality a must.
Ability to work well under pressure and keep a positive attitude.

Nice To Haves

Experience working in a shared services environment a plus.

Responsibilities

Assists in benefits administration to include creating and sending benefits confirmation packets, managing change/termination reports, assisting with 401K eligibility, running weekly eligibility export files, assisting with reconciliation of vendor billings, validation reports, processing child support orders, and answering employee questions.
Monitors vendor discrepancy reports and makes corrections/changes as needed.
Reviews all company transfers to ensure benefits are correctly aligned.
Monitors shared Benefits inbox to ensure all communications are being addressed/handled timely.
Assists with responding to employee, vendor, and internal HR questions and concerns relating to plan provisions, benefits enrollments, eligibility, resolution of urgent benefit issues, status changes and other general inquiries via phone, email, and instant message. Handles diverse customer service situations between employees and insurance carrier vendors in a professional manner and works through customer frustration points and identifies areas for enhanced processes.
Actively collaborates with and provides back-up support for the Employee Benefits Advocate to ensure employee needs are being properly met and process flows are being followed and documented.
Assists with development of benefits communications to include updating open enrollment and benefit guide materials, organizing educational meetings, and creating content for newsletters and employee intranet to enhance employee understanding and appreciation of the Matrix benefit programs.
Ensures the preparation of accurate and timely benefits-related reports and census data for insurance carriers, vendors, and senior management.
Participates in 401(k) audit reporting efforts.
Assists with post open enrollment reports and audits related to enrollments, wellness, tobacco surcharge, dependent verification, etc.
In collaboration with the Manager, Compensation & Benefits, participates in monthly and quarterly Health & Welfare status meetings with leadership. Prepares accurate representation of YTD costs as compared to fiscal budget, and provides latest details gathered from invoices and vendor reports.
Conducts system testing within the HRIS related to ACA reporting, file changes, open enrollment, and data exchange. Supports ACA administration including working with IT and completing monthly ACA data validation, corrections, and data issue trend identification.
Actively participates in meetings with vendors, employees, open enrollment education, HR, etc. Presents benefits orientation during onboarding training for new hires.
Functions as project lead for the administration of the Company’s wellness program initiatives. Establishes awareness campaigns focusing on education around various wellness topics, such as preventative benefits, mental health, etc., and leverages all available tools and resources from the organization’s external partners and providers to increase employee participation in lifestyle management programs.
Partners with the Marketing team to develop creative monthly wellness communications aimed at improving employee understanding of wellness initiatives and activities. Develops and manages wellness activities such as lunch n learns, webinars, health fairs and wellness challenges, as appropriate.
Oversees the scheduling and coordination of wellness-related vendors for various onsite and offsite activities, such as annual flu shots, promotion and educational opportunities for the Company’s wellness initiatives, and biometric screenings associated with Open Enrollment.
Assists with the completion of benefits and/or wellness benchmark studies to analyze the Company’s position relative to the external market and other peer companies.
Aids with due diligence and benefit integration for acquisitions or divestitures.
Performs other duties and responsibilities as required.