Job Description
General Information SPPS is looking for Benefits Assistant to join the Benefits Team! Performs technical and administrative work in the administration of employee benefit programs, with a primary focus on flexible benefit plans, health and welfare benefits, retirement programs, and related HR functions. Provides direct employee support, processes benefit transactions, ensures data accuracy, assists with compliance activities, and coordinates with third party administrators, insurance carriers, and internal departments. Performs related duties as required. Reporting Relationship Report to the Benefits Manager. Minimum Qualifications ¿ Associates degree or equivalent combination of education, professional training, or work experience. ¿ One year of experience working in Human Resources. A bachelor's degree may substitute for one year of experience. Preferred Qualifications ¿ Bachelor's degree in Human Resources, Business Administration, Public Administration, or a related field ¿ Experience working in employee benefits within a public sector, unionized, or large multi plan environment ¿ Experience with HRIS systems such as Workday, UKG, PeopleSoft, or similar platforms ¿ Knowledge of federal and state regulations including COBRA, HIPAA, ACA, FMLA, Section 125, and MN Paid Family Leave. ¿ Experience with benefits billing, claims auditing, or payroll deduction reconciliation ¿ Experience supporting open enrollment, new hire onboarding, or employee benefits communications ¿ Strong customer service background supporting employees, retirees, or clients Knowledge, Skills, and Abilities ¿ Working knowledge of the principles and practices of employee benefits administration, including health, dental, vision, life, disability, retirement, flexible spending, and Section 125 plans. ¿ Working knowledge of federal and state regulations such as
COBRA, HIPAA, ACA, FMLA, MN
Paid Family Leave, and related compliance requirements. ¿ Working knowledge of methods and procedures for data collection, auditing, and analysis, including benefits billing, claims reporting, and payroll deduction reconciliation. ¿ Knowledge of HRIS platforms, vendor systems, and benefits self service portals, including data entry, updates, and reporting functions. ¿ Knowledge of payroll processes and deduction workflows, including file feeds and reconciliation practices. ¿ Knowledge of recordkeeping standards, documentation requirements, and confidentiality protocols. ¿ Knowledge of customer service principles, professional communication practices, and issue resolution techniques. ¿ Knowledge of general HR administrative practices and leave administration. ¿ Considerable skill in communicating effectively, both orally and in writing, including the ability to explain complex benefit information in clear, understandable terms. ¿ Skill in auditing and analyzing data, identifying discrepancies, and coordinating corrections with payroll, vendors, and employees. ¿ Skill in performing research, preparing reports, and maintaining accurate records in accordance with retention and compliance standards. ¿ Technical proficiency with Microsoft Office (Excel, Word, Outlook), HRIS systems, and benefits administration software. ¿ Strong customer service skills, including responsiveness, professionalism, empathy, and the ability to support employees at all levels. ¿ Organizational and time management skills, including the ability to manage multiple tasks, prioritize effectively, and meet deadlines. ¿ Documentation skills, including preparing notices, templates, correspondence, and benefit related materials with accuracy and clarity. ¿ Collaboration skills, including the ability to work effectively with payroll, HRIS, finance, vendors, and other HR team members. ¿ Ability to interpret and explain benefits policies, procedures, and regulatory requirements to employees, retirees, and internal partners. ¿ Ability to maintain confidentiality and handle sensitive employee information with discretion and professionalism. ¿ Ability to learn new systems, processes, and regulations quickly, adapting to changes in technology, legislation, and organizational needs. ¿ Ability to provide clear, accurate guidance to employees regarding benefit options, enrollment processes, and required documentation. ¿ Ability to work independently while recognizing when to escalate issues to other Benefits team Members/Benefits Manager. ¿ Ability to analyze data, detect discrepancies, and recommend or implement corrective actions. ¿ Ability to manage high volume workloads, especially during open enrollment, onboarding cycles, and audit periods. ¿ Ability to establish and maintain effective working relationships with employees, retirees, vendors, and internal partners. ¿ Ability to adapt to change, including evolving benefit programs, regulatory updates, and process improvements. Responsibilities The essential functions include, but are not limited to, the following fundamental duties: Employee Support & Enrollment ¿ Serves as the first point of contact for benefit questions/inquiries via phone, email, and in person, regarding eligibility, allowable expenses, plan rules, retirement basics, workers compensation (including first report of injury (FROI)) and leaves of absence. ¿ Manages the Benefits email box, ensuring timely follow up and responses to questions and ensures accurate documentation. ¿ Escalates more complex issues to other members of the Benefits Team/Benefits Manager. ¿ Assists employees and retirees with establishing and maintaining access to benefits self service portals. ¿ Provides employees with detailed explanations of benefit plans and assists with enrollment, changes, qualifying life event documentation and assists them with completing the necessary forms to enroll and for benefit changes. ¿ Offers guidance to help employees understand benefit options and required documentation. Orientation, Open Enrollment & Communication ¿ Assist with new employee orientation and with onboarding tasks. ¿ Assists with the coordination of the annual open enrollment period, including scheduling sessions, preparing materials, updating systems, and supporting employees with elections. ¿ Responds to employee questions during open enrollment and helps to resolve issues during open enrollment. ¿ Distributes employee notices, FAQs, and step by step guides. ¿ Sends monthly benefit enrollment reminders and post hire notices. Plan Administration & Compliance ¿ Acts as a liaison between employees and third party administrators to ensure proper claim service and payment. ¿ Assists with compliance related to COBRA, HIPAA, ACA, FMLA, Section 125, MN Paid Family Leave and other federal/state regulations. ¿ Prepares and distributes required notices. ¿ Conducts dependent eligibility verification and assists with periodic audits. Data Integrity, Auditing & Reporting ¿ Inputs and updates employee benefit information in HRIS and vendor systems. ¿ Assists with cleanup of discrepancies and coordinates corrections with payroll, vendors, and employees. ¿ Audits quarterly claims reports provided by the third-party administrator. ¿ Maintains accurate instructions, templates, and correspondence for benefit processes. Vendor & Internal Partner Coordination ¿ Coordinates with insurance carriers, TPAs, brokers, and retirement plan providers to resolve issues and clarify plan rules. ¿ Works with payroll to ensure accurate deductions, timely file feeds, and proper reporting. ¿ Assists with the research to supply supporting documentation for appeals, escalations, and compliance reviews. ¿ Provides backup support to other Benefits Team Members as needed. Recordkeeping & Documentation ¿ Maintains digital and physical benefit records in accordance with retention policies and audit requirements. ¿ Ensures accuracy, confidentiality, and completeness of all benefit related documentation. ¿ Processes name/address changes, beneficiary updates, and termination paperwork (including COBRA). ¿ Scans, files and maintains benefits records. Program Improvement & Research ¿ Identifies inefficiencies in benefits workflows and recommends improvements. ¿ Monitors industry trends, regulatory changes, and best practices to support program updates. ¿ Assists in developing new procedures, tools, and communication strategies to enhance employee understanding and program effectiveness. ¿ Supports wellness program initiatives and vendor led onsite meetings. Customer Service & Administrative Support ¿ Serves as a high-quality, professional, approachable, responsive and confidential point of contact for employees, ¿ Responds to routine Benefits inquiries; escalates complex issues to other members of the Benefits team/Benefits Manager. ¿ Works in collaboration with other team members to maintains the benefits website. ¿ Assists with phone coverage, information routing, and general administrative support. ¿ Supports daily operational goals and team workflow. Performs other duties as assigned. Physical and Mental Requirements The physical and mental demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Physical Requirements ¿ Ability to remain seated for extended periods while performing computer and desk based work. ¿ Ability to use hands and fingers to operate a computer keyboard, mouse, telephone, and office equipment. ¿ Ability to lift, carry, or move materials such as files, binders, and office supplies up to 25 pounds. ¿ Ability to perform repetitive motions including typing, data entry, and document handling. ¿ Ability to see and read information on screens, printed documents, and digital displays. ¿ Ability to hear and speak clearly in person and over the phone to assist employees and vendors. ¿ Ability to move within an office environment including walking, standing, bending, and reaching for files or supplies. Mental Requirements ¿ Ability to maintain attention to detail while processing benefit transactions, auditing data, and reviewing documentation. ¿ Ability to analyze information, identify discrepancies, and apply problem solving skills to resolve issues. ¿ Ability to interpret policies and regulations and explain them clearly to employees. ¿ Ability to manage multiple tasks, prioritize workload, and meet deadlines, especially during open enrollment and audit cycles. ¿ Ability to handle confidential information with discretion and sound judgment. ¿ Ability to communicate effectively both orally and in writing, including drafting notices, emails, and instructions. ¿ Ability to remain calm and professional when assisting employees experiencing stress, confusion, or urgent benefit issues. ¿ Ability to learn and adapt to new systems, regulations, procedures, and technology. ¿ Ability to work independently while knowing when to escalate complex issues to the Benefits Manager or Specialists. Working Conditions Work is performed in a standard office environment with frequent computer use and extended periods of sitting. Regular interaction with employees, retirees, vendors, and internal departments requiring professionalism and customer service. Exposure to frequent interruptions while managing email, phone calls, walk ins, and time sensitive requests. Work involves strict deadlines during open enrollment, payroll processing, audits, and compliance cycles. Occasional need to attend meetings or training sessions onsite or virtually. Work may involve handling sensitive or emotional situations such as medical leave, disability claims, or retirement transitions. Minimal travel may be required for training, vendor meetings, or benefits events. Work requires adherence to confidentiality standards and compliance with data privacy regulations. Normal work hours apply with occasional extended hours during peak periods such as open enrollment. Pay, Benefits and Work Schedule This is a 12 month position working 40 hours per week. Pay range for this position is: $24.32/hour - $30.08/hour Maximum hiring step = step five (5) The full salary schedule is listed in the CCEA contract. Salary information for this job posting can be found at this link (https://www.spps.org/about/departments/human-resources/labor-agreements) and by selecting the " CCEA (Classified Confidential Employees Association)" Labor agreement. Benefit information for this position can be found at this link (https://www.spps.org/about/departments/human-resources/benefits/benefit-summaries-by-bargaining-unit) and by selecting the "CCEA - Full Time" link. How to Apply To be considered further, please apply for this position and attach a resume and cover letter to your online application. The Human Resource Department will review your application materials and contact you regarding the next steps. To attach additional documents to your online application, click on the "Additional Attachments" link from the applicant homepage and upload your documents as attachments. Valid file extensions for attaching a document include .doc, .txt, .rtf, and .pdf. Other Information Transcript - Unofficial transcripts are accepted at the time of hire. You must submit official transcripts within 30 days of your start date. Formal credential evaluation is required for post-secondary education completed outside of the United States. Veteran's Preference - If you are an eligible veteran applying for a job where veteran's preference applies and wish to claim Veterans Preference you must submit a legible copy of your DD214 to the Human Resource Department with your employment application. If your claim is approved, five or ten additional points will be added to your final passing score. Criminal Background Investigation and Reference Checks - Reference checks and a criminal background investigation will be completed as a condition of hire for all new employees and for former employees who have not been employed by the District for more than six months. Essential Functions Essential functions are job duties that the individual holding the position must be able to perform unaided or with the assistance of a reasonable accommodation through the Americans with Disability Act (ADA) and the Americans with Disability Amendments Act (ADAAA). The essential functions are typical duties as outlined under Responsibilities. Regular and reliable attendance. May be exposed to various cleaning products. Equal Employment Opportunity Saint Paul Public Schools is an equal opportunity employer and supports an inclusive workplace environment. Equity Statement SPPS is committed to an equitable workforce where all employees represent this commitment through equitable practices in their job position.
