Benefits Specialist

Visiting Nurse Service of New York d/b/a VNS Health•New York, NY

About The Position

The Benefits Specialist participates in the administration of employee benefit programs with a primary emphasis on benefits administration (Health & Welfare and Retirement) and technical data management/reporting responsibilities across HRIS and payroll systems (Workday and PayPro). This role is responsible for running and interpreting recurring reports, maintaining benefits-related data integrity, supporting vendor file feeds and reconciliations, and ensuring timely and accurate processing aligned to weekly and monthly deadlines. The Benefits Specialist provides customer-focused support to employees at all levels of the organization, escalates and resolves complex benefit issues, and supports leave/disability functions as needed. The role works under moderate supervision and is expected to work independently, take initiative, and identify process improvements, including opportunities for automation and responsible AI-enabled efficiencies.

Requirements

Bachelor’s Degree in Business, Human Resources, or a related discipline (or the equivalent combination of education and experience).
Minimum three (3) years of benefits administration experience, including Health & Welfare and retirement plan support.
Demonstrated understanding of ERISA plans (welfare and qualified plans).
Demonstrated ability to analyze data, identify discrepancies, and make recommendations; experience performing reconciliations and data audits.
Experience running and interpreting reports from HRIS and payroll systems (Workday and PayPro) in support of benefits administration (report building not required).
Advanced Microsoft Excel proficiency required (pivot tables, lookups/XLOOKUP, Power Query, data validation).
Strong interpersonal and customer service orientation; ability to interact effectively with employees at all levels.
Clear written and verbal communication; ability to explain benefit concepts and resolve issues with professionalism and empathy.
High attention to detail, strong organizational skills, and proven ability to meet deadlines in a fast-paced environment.
Analytical problem-solving; root-cause orientation; ability to propose and execute process improvements.
Sound judgment and discretion in handling sensitive/confidential information, including HIPAA/PHI.
Initiative and accountability; ability to work independently with moderate supervision and coordinate across HRConnect, Payroll, HRIT, and external vendors.

Nice To Haves

CEBS certification (or working toward designation) preferred.
Vendor/carrier management experience preferred.

Responsibilities

Data Management, Reporting, and Payroll/Benefits Reconciliation
Run, validate, and interpret recurring HRIS and payroll reports from Workday and PayPro; analyze results and identify trends, discrepancies, and data quality issues.
Produce and distribute recurring operational reports, including (but not limited to): 1199 Union Monthly Hours Report, Monthly Payments, Monthly Benefits Deduction Report, Weekly Vendor Demographic Reports, Union Demographic Report, and weekly payroll/deduction reports.
Support non-negotiable deliverables and deadlines, including weekly contribution files, monthly 1199 Union files, monthly ACA reporting support, and annual audit support.
Maintain benefits data integrity through routine eligibility and deduction audits; identify root causes of errors and coordinate corrective actions with HR Shared Services, Payroll, HRIT, and vendors.
Perform payroll deduction validation; manage benefit deduction codes; audit retro deductions/arrears; reconcile carrier invoices and premium billing to payroll deductions and enrollment records.
Coordinate, validate, and troubleshoot carrier data feeds and file transmissions (eligibility, enrollment, and contribution files); reduce file errors through proactive monitoring and controls.
Build and maintain Excel-based tools, trackers, and reconciliations using advanced Excel skills (pivot tables, lookups/XLOOKUP, Power Query, data validation).
Health & Welfare Benefits Administration
Assist in the administration of Health & Welfare benefits including eligibility and enrollment processing, life event audits, open enrollment (OE) support, employee communications, and issue resolution.
Coordinate carrier/vendor relationships to resolve escalated cases, enrollment discrepancies, and claims/coverage issues; partner with HRConnect for case intake and escalation management.
Support premium billing, monthly reconciliations, and vendor/carrier issue resolution; ensure accurate coverage and deduction alignment.
Coordinate COBRA administration in partnership with the COBRA vendor; ensure timely notifications and accurate eligibility/coverage data.
Provide ACA reporting support including data validation and monthly reporting activities.
Handle and safeguard HIPAA/PHI and other confidential data in accordance with applicable policies and regulations; ensure appropriate controls when exchanging data with internal partners and vendors.
Retirement Plan Administration Support
Support retirement plan administration through contributions/remittance processes, census and participant reporting, and vendor coordination.
Provide nondiscrimination testing support through accurate data preparation, validation, and submission.
Support annual audit and Form 5500 data requests through timely, accurate data gathering and reconciliation.
Assist in responding to employee inquiries related to retirement plans (Defined Benefits and Defined Contribution), contributions, and basic administrative transactions, escalating complex issues as appropriate.
Leave and Disability Support (Secondary)
Provide back-up support to leave/disability administration, coordinating benefits impacts while employees are on leave and partnering with the LOA-focused Benefits Specialist as needed.
Support employee communications and problem resolution related to benefit coverage during leave; escalate complex cases to the appropriate subject matter expert/vendor.
Customer Service, Communication, and Continuous Improvement
Deliver high-quality customer service to employees at all levels of the organization; communicate benefit information clearly and professionally in both written and verbal formats.
Support bi-weekly new employee orientation covering benefit offerings, voluntary programs, and VNS Health policies and procedures.
Work independently, manage competing priorities, and meet tight deadlines with strong organizational skills and attention to detail.
Document procedures and maintain process controls; identify and implement process improvements to enhance accuracy, service, and efficiency.
Identify opportunities for automation and responsible AI-enabled efficiencies to reduce manual effort, improve data quality, and decrease file/reporting errors (in coordination with HRIT and leadership).
Participates in special projects and performs other duties as assigned.