Benefits & Systems Coordinator (Temporary 6-Month) (Internal Candidates Only)

Washington Education Association • Federal Way, WA

7d • Hybrid

About The Position

The Benefits & Systems Coordinator is responsible for the day-to-day administration of employee benefit programs, including health, life, disability, and retirement plans. This position ensures compliance with federal and state regulations, maintains benefits data within the HRIS (Human Resources Information System), and provides excellent customer service to employees regarding their benefits. This temporary position will support the HR (Human Resources ) team during a transition period and coordinate the digitization and documentation of benefits administration processes.

Requirements

• Excellent verbal and written communication skills, with the ability to explain complex benefits information clearly.
• Working knowledge of employee benefits programs and administration practices.
• Working knowledge of COBRA, HIPAA, and ERISA requirements.
• Strong analytical and problem-solving skills.
• Excellent attention to detail and accuracy.
• Exceptional organizational and time management skills, with proven ability to meet deadlines.
• Ability to handle multiple priorities simultaneously in a fast-paced environment.
• High level of discretion and ability to maintain strict confidentiality.
• Proficiency in Microsoft 365 applications, including Word, Excel, Outlook, Teams, PowerPoint, OneDrive, SharePoint, Calendar, and Forms.
• Experience with HRIS platforms, preferably BambooHR or comparable systems.
• Strong customer service orientation and ability to work collaboratively with diverse stakeholders.
• Self-starter with initiative and ability to work independently.
• Ability to adapt to changing priorities and remain flexible.
• High school diploma or GED equivalent.
• Ability to work on-site at WEA Headquarters in Federal Way, WA.
• Primarily sedentary office work, with occasional light lifting (up to 15 pounds).
• Ability to sit or stand and work at a computer for extended periods.
• Commitment to supporting and advancing the WEA mission, goals, core values, and priorities.
• Ability to build and maintain professional relationships with bargaining unit members, exempt employees, management, and external partners.
• Only those candidates who can commit to promoting diversity, equity, and inclusiveness need apply.

Nice To Haves

• Internal Candidates Only

Responsibilities

• Assist with the administration of employee benefits programs, including health, dental, vision, life, and disability insurance plans.
• Process 401(k) plan enrollments and routine plan administration.
• Administer COBRA (Consolidated Omnibus Budget Reconciliation Act) for continuation coverage, including notifications, eligibility tracking, and payment processing.
• Maintain accurate benefits records, reports, and documentation required by federal, state, and provider rules and regulations.
• Ensure organizational compliance with applicable provisions of COBRA, HIPAA (Health Insurance Portability and Accountability Act), and ERISA (Employee Retirement Income Security Act of 1974).
• Serve as the primary point of contact for employee benefits inquiries and provide timely, accurate information.
• Coordinate benefits enrollment processes, including new hires, qualifying life events, and annual open enrollment.
• Maintain knowledge of trends, developments, and best practices in benefits administration.
• Liaise with insurance carriers and benefits vendors for routine plan administration matters.
• Monitor administrators' and insurance carriers' reports to ensure accuracy and compliance.
• Maintain and update employee benefits data within the BambooHR HRIS platform.
• Ensure data accuracy and completeness of all employee benefits records.
• Coordinate and support the digitization and electronic filing of employee benefits documentation.
• Serve as the point of contact for benefits-related system questions and troubleshooting.
• Collaborate with the IT (Information Technology) department to manage system access, technical requirements, and system enhancements as needed.
• Generate standard benefits reports and provide updates to management.
• Participate in system testing for new programs, processes or system rollouts related to benefits.
• Identify opportunities for process improvements and increased efficiency with benefits administration.
• Create and maintain training materials and resources for benefits administration processes.
• Support training initiatives and facilitate knowledge transfer to permanent staff members.
• Maintain confidentiality and security of all employee information in accordance with organizational policies and legal requirements.
• Prepare and maintain records, reports, and other documentation as required by regulatory agencies.
• Participate in HR team meetings and collaborate on departmental projects.
• Perform other related duties as assigned.

Benefits

• Salary range (CATEGORY 3) - $42,602.50 to $58,497.50
• Employer-paid medical, dental, vision, and life insurance (full family coverage)
• Generous sick and paid time off (PTO)
• Long-term disability plan
• Defined Contribution plan - 401(k) (with employer contribution)
• Relocation assistance

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED