Works cooperatively with others and accepts direction from supervisors.
The Benefits Specialist (Retirement) handles the day-to-day administration of the Middlebury College retirement programs (401(a), 403(b), 457(b), Excess Benefit Plan, Discretionary Supplemental Payment Program, and Special Interest Payment Program) as well as the Monterey Institute of International Studies retirement programs (ERISA and non-ERISA 403(b)s). In addition, the Specialist is responsible for the administration of all other retiree benefit programs:
Customer (Employee/Retiree) Service
Assists employees and retirees in understanding and utilizing their retirement benefit programs:
- As requested meets individually (in-person or by phone) with faculty and staff to explain retirement benefits and assist employees in enrolling or making changes to their contributions levels.*
- Assists employees in resolving retirement-related problems by researching issues and/or facilitating communication/resolution with plan record keepers.*
- Prepares and presents information at benefits-related group employee meetings.*
- Prepares communication materials such as letters, e-mails, MiddPoints articles, and Power Point presentations to assist employees in understanding their retirement benefits.*
- Meets individually (in person or by phone) with retiring employees to explain what will happen with all benefits as well as to describe any benefit continuation/conversion options.*
- Prepares personalized benefits letters for retiring employees.*
- Orders retiree gifts and coordinates presentation with managers.
- Schedules retirement plan consultants for one-on-one employee counseling sessions as well as group workshops and talks.
- Coordinates benefits adjustments with the Payroll Department to ensure accurate processing.*
- Interfaces with the Dean of Faculty’s Office to coordinate faculty retirements, including administration of the Excess Benefit Plan for early retirement.*
- Coordinates and participates in comprehensive annual pre-retirement planning workshops for faculty and staff employees.*
- Handles all aspects of Middlebury College retiree medical and dental insurance, including retiree billing, notification of rate changes, retiree open enrollment, and the administration of the Medicare D subsidy program.
Benefits Record Maintenance
Maintains accurate employee/retiree benefits records:
- Monitors HRIS and other data sources to manage employee/retiree eligibility and benefit-level changes (ex: employee meets initial eligibility, meets eligibility for new retirement plan contribution level, etc.)*
- Tracks and confirms that employees have accurately completed and turned in all required forms in a timely manner.*
- Enters benefits enrollment and change information in the HRIS system.*
- Ensures data integrity by regularly auditing all retirement-related information in the HRIS system.*
- Maintains accurate, complete benefit files for active and terminated employees and for retirees.*
- Maintains up-to-date written procedures for all processes.*
The Benefits Specialist ‘floats’
As necessary to provide coverage in the Disability/WC/LOA and Staff Compensation areas during peak periods/vacations:
- Assists in the annual Open Enrollment process including responding to employee questions, researching and resolving problems, data-entry, and auditing of records.*
- As necessary, builds or updates employee deduction tables.*
- Assists injured employees with 1st Reports of Injury, FMLA or state leave paperwork, disability applications, scheduling of WC appointments, etc. when the Disability/Leave/WC Specialist is unavailable.*
- Performs PHAHour adjustments as necessary.*
- Assists in the preparation of salary surveys, editing of job descriptions, or slotting of jobs during peak times.*
The Benefits Specialist assists in or coordinates various benefits-related projects:
- Administers the MiddCard program for MC employees: maintains documentation, coordinates issuance/renewal of courtesy cards with issuing departments, resolves problems and answers employee/retiree/courtesy card holder questions, maintains records, liaisons with golf course/Snowbowl/bookstore/athletic departments on eligibility/benefit/communication issues.*
- Prepares reports or conduct benefits research as requested.
- Performs other duties, as assigned.
(*Denotes essential job functions.)
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