Benefits Operations Manager

Great Plains Tribal Leaders Health • Rapid City, SD

2d • Onsite

About The Position

The Benefits Operations Manager serves as the operational bridge between Human Resources, Payroll, Finance, Accounts Payable, and benefits vendors. This position is responsible for ensuring the accuracy, integrity, reconciliation, and financial accountability of all employee benefit programs, payroll deductions, carrier invoicing, benefit payments, and related reporting. Unlike traditional benefits administration positions that focus primarily on employee enrollment and customer service, this role specializes in benefits financial operations, reconciliation, auditing, compliance monitoring, internal controls, and process improvement. The position provides oversight of benefit-related transactions from enrollment through payroll withholding, carrier billing, accounting, and payment processing. The Benefits Operations Manager supervises the Benefits Administrator and Benefits Specialist and provides strategic and operational oversight of benefits administration to strengthen internal controls, reduce organizational risk, ensure data accuracy and regulatory compliance, and enhance the overall employee benefits experience.

Requirements

• Bachelor's degree in: Accounting, Finance, Business Administration, Human Resources, Healthcare Administration
• Five (5) years of progressively responsible experience in: Employee benefits administration, Payroll administration, Accounting, Financial reconciliation, HRIS systems management
• Experience performing detailed account reconciliations required.
• Experience using payroll and HRIS platforms such as ADP strongly preferred.
• Ability to supervise, coach, train, and support assigned staff while maintaining accountability, service standards, and compliance expectations.
• Advanced Excel and data analysis skills
• Strong reconciliation and auditing abilities
• Knowledge of payroll processing and deduction administration
• Understanding of benefit plan operations and funding mechanisms
• Knowledge of accounting principles and internal controls
• Ability to analyze complex financial and employee data
• Strong written and verbal communication skills
• Ability to maintain confidentiality and handle sensitive information
• Exceptional attention to detail and organizational skills

Nice To Haves

• Certified Employee Benefit Specialist (CEBS)
• SHRM-CP, SHRM-SCP
• PHR or SPHR
• Advanced payroll certification
• Public sector, tribal government, healthcare, or nonprofit experience
• Experience with grant-funded organizations
• Experience supporting annual audits and compliance reviews

Responsibilities

• Supervise assigned benefits staff, including providing work direction, coaching, performance feedback, workflow oversight, training support, and accountability for assigned benefits administration functions.
• Perform comprehensive monthly reconciliations between: Benefit enrollment systems, Human Resources Information Systems (HRIS), Payroll deduction records, Carrier invoices, Accounts payable records, General ledger accounts.
• Investigate and resolve discrepancies involving: Missing payroll deductions, Overpayments or underpayments, Carrier billing variances, Enrollment errors, Coverage discrepancies.
• Review and certify benefit invoices prior to payment processing.
• Reconcile employee-employer benefit contributions and ensure proper allocation of expenses.
• Monitor benefit-related liabilities and accrual balances.
• Develop and maintain reconciliation workpapers and audit trails.
• Serve as the primary liaison between Benefits, Payroll, and Finance regarding benefit deductions and related transactions.
• Validate deduction setup, changes, and terminations within payroll systems.
• Audit payroll deductions for accuracy and compliance.
• Investigate deduction failures and implement corrective actions.
• Support payroll testing during benefit plan changes, annual enrollment, and system implementations.
• Ensure proper coding and accounting treatment of benefit-related transactions.
• Support administration of all benefit vendor invoices and billing processes.
• Coordinate with insurance carriers, retirement plan administrators, and third-party vendors to resolve discrepancies.
• Review carrier eligibility files and enrollment records for accuracy.
• Assist in establishing service standards and performance monitoring for benefits vendors.
• Maintain documentation supporting premium payments and vendor reconciliation activities.
• Conduct periodic audits of benefit enrollment, payroll deductions, and billing records.
• Monitor compliance with applicable regulations including: COBRA, HIPAA, ACA, IRS regulations, Department of Labor requirements.
• Prepare and organize documentation requested by internal and external auditors.
• Support annual financial statement audits, Single Audits, and benefit-related compliance reviews.
• Develop corrective actions for identified control deficiencies.
• Develop and produce monthly benefits reconciliation reports.
• Prepare executive dashboards and KPI reporting including: Outstanding reconciliation items, Carrier discrepancies, Payroll deduction exceptions, Benefits expense trends, Participation metrics, Audit findings.
• Analyze data to identify trends, financial risks, and opportunities for process improvement.
• Provide recommendations to leadership regarding benefit administration efficiencies and controls.
• Develop and maintain standard operating procedures related to: Benefit enrollments, Payroll deductions, Carrier reconciliations, Vendor payments, Internal controls, Audit procedures.
• Identify opportunities to improve workflow efficiency, automation, and accuracy.
• Assist with implementation and optimization of ADP and other HRIS technologies.
• Participate in departmental and cross-functional projects.
• Directly supervises the Benefits Administrator and Benefits Specialist and is responsible for providing leadership, work direction, coaching, performance feedback, and oversight of day-to-day benefits operations to ensure accuracy, compliance, internal controls, and quality employee service.

Benefits

• Tribal preference laws are followed, giving preference to qualified Indian/Tribal candidates over a qualified non-native candidate when all other qualifications are equal.

What This Job Offers

• Job Type: Full-time
• Career Level: Manager