Total Rewards Specalist

The Heritage Group•Indianapolis, IN

2d•Hybrid

About The Position

The Total Rewards Specialist is an entry-level professional in The Heritage Group’s Total Rewards center of excellence, within the Benefits & Well-Being Programs team. Reporting to the Director of Benefits & Well-Being Programs, the role provides day-to-day administrative, data, and communication support for competitive, equitable, and employee-centered benefit and well-being programs. The Specialist executes established processes accurately and on time, develops working knowledge of health and welfare plans, compliance, and vendor operations, and grows toward analyst-level responsibilities. This is a hybrid role based in Indianapolis, Indiana; qualified candidates must currently reside in the Indianapolis area. The role supports benefits administration, account-based benefit transactions, billing and reconciliations, open enrollment, acquired-company plan transitions, vendor records and reviews, compliance tracking, employee case support, audits, reporting, and process documentation. It also assists with well-being initiatives and manages the company perks program. The Specialist collaborates across Total Rewards, Employee Hub, Portfolio Services, Finance, and HR Business Partners, while building knowledge of applicable benefits regulations and maintaining confidentiality and customer-service standards aligned with company values.

Requirements

Bachelor’s degree in Human Resources, Business, Finance, or a related field, or equivalent applicable experience in HR or benefits administration.
Strong attention to detail and accuracy when entering, auditing, and reconciling data.
Working Excel skills, including lookups, filters, and pivot tables.
Proficiency in Word and PowerPoint.
Clear and courteous written and verbal communication with employees at all levels.
Ability to organize multiple tasks, follow defined procedures, and meet deadlines.
Sound judgment about when to escalate an issue.
Collaborative, inclusive, and respectful working style.
Commitment to confidentiality, integrity, and professional standards.
Curiosity, eagerness to learn, and openness to feedback.
Qualified candidates must currently reside in the Indianapolis, Indiana area.

Nice To Haves

Experience with an HRIS; Workday is preferred.
Basic familiarity with ACA, ERISA, HIPAA, or COBRA concepts.

Responsibilities

Process benefit enrollments and eligibility changes in Workday/Viewpoint and support annual open enrollment.
Support benefit billing, chargebacks, employer funding reconciliations, onboarding for benefits, and plan transitions for acquired companies.
Maintain accurate vendor records, review carrier change notices, monitor EOI and COBRA files and logs, and resolve routine account and card issues.
Run routine 401(k), HSA, and other account-based benefit transactions and audits in vendor systems, including disbursements, enrollments, loans, deferrals, refunds, and hardship requests requiring approval.
Compare payroll deductions, deposits, and vendor invoices with benefit records and flag discrepancies for resolution.
Assist with recurring plan reviews and compliance activities, including quarterly 401(k) reviews, Roth catch-up monitoring, and data preparation for plan audits, testing, and Form 5500.
Assist with Workday release testing and benefit rate testing, and maintain activity trackers and logs.
Pull data for the annual 401(k) audit, plan testing, and Form 5500.
Assist in coordinating and scheduling well-being initiatives and manage the company perks program.
Maintain the annual benefits compliance calendar and track distribution of required notices, including Medicare Part D, CHIP/Medicaid, USERRA, and SAR notices.
Gather data and documentation for ACA 1094/1095-C requests, state form mailings, Form 5500, SPDs, and annual Pile medical and 401(k) audits, including audit data request emails.
Distribute annual HIPAA training to required employees and track completion.
Maintain the benefits vendor contact list and reference documents quarterly, and complete the annual vendor portal access review.
Schedule mid-year and annual vendor reviews and log carrier and TPA issues through resolution.
Respond to Fresh Service tickets and monitor benefits inboxes, including HRSS2, within defined SLAs; escalate complex issues to appropriate resources.
Gather claim, coverage, and eligibility details from employees, carriers, and the broker to prepare Tier 3 escalations.
Compile and distribute monthly benefits dashboard reporting on volumes, SLA attainment, and case aging.
Run scheduled eligibility, election, and interface-file audits across Workday and vendor systems.
Create and maintain SOPs, templates, and process documentation, and suggest improvements.
Partner with Total Rewards, Employee Hub, Portfolio Services, Finance, and HR Business Partners to support accurate and consistent administration.
Participate in cross-training to provide coverage during peak periods.
Build knowledge of ERISA, ACA, HIPAA, COBRA, and health and well-being trends through ongoing learning.
Demonstrate customer service excellence and confidentiality in accordance with organizational values.
Perform additional duties and responsibilities as assigned, including continued growth in alignment with company values, competencies, and skills.