POSITION IDENTIFICATION
TITLE Benefit Specialist
CLASSIFICATION NUMBER 1339
GRADE 42
CLASSIFICATION Nonexempt
IMMEDIATE SUPERVISOR Assistant Director of Human Resources, Benefits
GENERAL FUNCTION
The Benefits Specialist works with employees and their departments regarding the University’s benefits package, such as, among other responsibilities, the state retirement systems, medical and dental insurance, life insurance, long-term disability insurance, voluntary benefits, and the state’s cafeteria plan. The Benefits Specialist processes enrollments, terminations, and changes to enrollments, maintains and updates the University database for specific benefit programs, prepares, reviews, and authorizes related payment reports and benefit-related accounts payable; performs benefit-related audits; and works with vendors to administer all University benefit programs, including, but not limited to, COBRA and retiree continuation plans. The position requires strong analytical, organizational, data entry, and communication skills; a high level of proficiency with Microsoft Excel, including the use of pivot tables and charts; the ability to recognize patterns and identify discrepancies in data; and the ability to evaluate processes and identify opportunities for process improvement. The Benefits Specialist works as part of a small team and provides support for additional benefits-related functions, including leave administration and reviewing internal benefits associated with the University’s organizational structure. The position requires the ability to maintain strict confidentiality and understand and comply with HIPAA privacy regulations and other applicable laws and regulations.
MINIMUM ACCEPTABLE QUALIFICATIONS
Education/Experience: A high school diploma or the equivalent is required; a Bachelor’s degree is preferred. With a high school diploma or the equivalent, three years of progressively responsible administrative experience required; with a Bachelor’s degree, one year of progressively responsible administrative experience is required. Experience in Human Resources and/or benefits administration is preferred; however, demonstrated proficiency in the skills required for the position is essential.
Skills: Effective verbal and written communication skills are required, including the ability to communicate professionally and effectively through extensive email correspondence with employees, departments, vendors, and professionals within higher education. Effective interpersonal skills are required. Strong proficiency with Microsoft Office applications, particularly Microsoft Excel, is required, including the ability to organize, analyze, and manipulate data using formulas, filters, pivot tables, charts, and other appropriate Excel functions. The ability to recognize patterns, identify discrepancies, interpret data, and use information to support accurate decision-making is required. Strong data entry skills and exceptional attention to detail are required. The ability to learn and use an administrative business system, such as Banner, is required. Must have knowledge of or have the ability to acquire knowledge of relevant employment laws, benefit regulations, FMLA and HIPAA privacy requirements. Must understand the importance of maintaining strict confidentiality when handling employee benefit and personal information. The ability to review existing processes, identify inefficiencies or opportunities for improvement, and recommend or implement process improvements is required. Basic knowledge of and comfort with artificial intelligence (AI) tools and the ability to appropriately use emerging technology in the workplace is preferred. Must be detail-oriented, highly organized, able to work independently, exercise sound judgment, think about employee and benefit issues from the full-picture perspective, and provide accurate and appropriate guidance to employees. Must be able to work effectively as part of a small team and provide support for additional benefits-related functions as needed.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Ensures that faculty and staff are given accurate information and appropriate assistance regarding benefits by providing requested information, assisting with the benefit enrollment process and making changes in enrollments, assisting with distribution of insurance identification cards, providing assistance with benefit problems, and providing assistance with filing claims as needed. Provides guidance to employees by considering the full picture of their circumstances, applicable University policies and procedures, benefit plan provisions, and potential impacts of benefit decisions.2. Ensures the accuracy of benefit transactions, assures compliance with applicable laws and regulations, and assures the appropriate use of University funds by maintaining an accurate database of benefit coverage, monitoring benefit enrollments, changes in enrollments, payroll deductions, and insurance carrier invoices. Performs benefit-related audits and reviews data, transactions, invoices, deductions, and records to identify errors, discrepancies, trends, and patterns. Uses Microsoft Excel and other appropriate tools to analyze data, including the use of formulas, filters, pivot tables, charts, and other reporting functions.
3. Reviews, prepares, and/or authorizes benefit-related accounts payable, payment requests, invoices, reports, and supporting documentation to ensure accuracy, appropriate funding, and compliance with University procedures. Benefit-related accounts payable activities may include, but are not limited to, reviewing vendor invoices, reconciling invoices to enrollment and payroll records, verifying appropriate funding and coding, resolving discrepancies, and preparing monthly payment requests for benefits such as, disability, life insurance, medical, and dental administrative fees, etc.
4. Coordinates continuing coverage of benefits requiring a payroll deduction when employees are on leave without pay. Works with vendors to administer benefit programs, including, but not limited to, COBRA and retiree continuation plans, and may provide support related to FMLA and other University leave programs to ensure appropriate coordination of benefits and payroll deductions. Provides support for other benefits-related functions and programs as assigned. May receive and appropriately process personal checks and jury duty checks, including ensuring proper handling, documentation, and deposit in accordance with University procedures.
5. Prepares or reviews and provides estimates of vacation and/or sick leave payouts to potential retirees. Provides general guidance and appropriate resources to employees planning for retirement, including information regarding applicable University benefits, retirement plans, and related processes, while recognizing when questions should be referred to the appropriate University office, retirement system, or benefit provider.
6. Reviews established benefits processes and procedures to identify opportunities for increased efficiency, accuracy, automation, and improved customer service. Recognizes recurring issues, patterns, and trends and assists with developing and implementing appropriate process improvements. Demonstrates a willingness to learn and utilize emerging technologies, including basic artificial intelligence tools, to improve efficiency, support data analysis, streamline processes, and enhance service delivery while maintaining confidentiality and complying with University policies and applicable privacy requirements.
7. Maintains strict confidentiality of employee and University information and complies with HIPAA privacy regulations, applicable federal and state laws, University policies, and established procedures regarding the handling, storage, use, and disclosure of confidential information. Demonstrates the ability to read and interpret benefit plan documents, policies, and related materials at a level to accurately apply plan provisions and provide appropriate guidance to employees.
8. Communicates extensively and professionally through email and other written and verbal communication with employees, departments, vendors, benefit providers, and professionals within higher education. Establishes and maintains effective working relationships and communicates complex or detailed benefits information in a clear, accurate, and professional manner. Demonstrates sensitivity, empathy, and discretion when assisting employees and their families during emotionally difficult or highly personal circumstances, including the processing of life insurance claims and situations involving serious health conditions or other significant life events.
9. Remains competent and current through self-directed professional reading, developing professional contacts with colleagues, attending professional development courses, and attending training and/or courses as directed.
10. Helps to assure the overall success of the Office of Human Resources by performing all other duties as assigned by the Assistant Director of Human Resources-Benefits
SUPERVISION
The Benefits Specialist is supervised by the Assistant Director of Human Resources, Benefits.
OFFICE OF HUMAN RESOURCES
REVISED SEPTEMBER 2026
