HUMAN RESOURCES BENEFITS SPECIALIST

HUMAN RESOURCES BENEFITS SPECIALIST

City of Newport News

• 3.

7 Newport News, VA Job Details 1 day ago Benefits Dental insurance Flexible spending account Qualifications Affordable Care Act (ACA) Cost management Statistics Computer operation Medicare FMLA Customer service Word processing Computer literacy Writing skills

HIPAA HR

legal compliance Research Schedule management Driver's License Decision making Productivity software Financial management Implementing cost-saving initiatives Analytics Full Job Description

JOB DESCRIPTION HUMAN RESOURCES BENEFITS SPECIALIST HUMAN RESOURCES

Human Resources

NEWPORT NEWS, VA

Department

GENERAL STATEMENT OF RESPONSIBILITIES

Under general supervision, this position is responsible for the administration, coordination, and support of the City's employee benefit programs and systems. Serving as the technical leader, this position ensures compliance with the Employee Retirement Income Security Act (ERISA), Consolidated Omnibus Budget Reconciliation Act (COBRA), Health Insurance Portability and Accountability Act (HIPAA), Affordable Care Act (ACA), Family and Medical Leave Act (FMLA), and other federal and state regulations, provides expert guidance to employees, and supports the development and implementation of benefits-related initiatives that align with organizational goals. Reports to the Human Resources Benefits Manager.

ESSENTIAL JOB FUNCTIONS

Administers and oversees employee benefits programs, including health, dental, vision, life insurances, disability, Virginia Retirement System (VRS), leave programs, and voluntary benefits such as legal resources, accident insurance, hospital indemnity and critical illness, deferred compensation, health reimbursement arrangement accounts and flexible spending accounts. Serves as a subject matter expert on the VRS, FMLA, COBRA, HIPAA, and ACA compliance. Coordinates employee leave programs, including FMLA, state mandated leave, military leave, and other protected absences. Determines eligibility, issues required notices, tracks leave usage and ensures compliance with federal and state regulations. Serves as the primary liaison with disability carriers for Short-Term Disability (STD) and Long-Term Disability (LTD) claims, monitors claim status, and ensures timely submission of documentation. Coordinates return-to-work processes and ensures consistent application of leave policies. Supports the Americans with Disabilities Act (ADA) interactive process by coordinating medical documentation, scheduling meetings, maintaining records, and assisting in the evaluation of potential accommodations. Ensures all leave and accommodation processes are administered consistently, confidentially, and in accordance with legal requirements and City policy. Manages the full lifecycle of vendor billing and payment processes for benefits-related services, including the review, validation, and reconciliation of monthly invoices. Coordinates timely bill payments in accordance with City financial procedures and maintains comprehensive documentation to support audits, budget planning, and financial reporting. Verifies and updates employee and retiree records using City systems and third-party databases to ensure accuracy and compliance. Manages vendor data exchanges, including eligibility files, payroll PC#21406 Page 1 of 4

Revised:

05/01/2026 deductions, and enrollment data. Troubleshoots discrepancies, collaborates with IT and vendors to resolve transmission issues, and ensures secure, timely data flow. Serves as a liaison for technical vendor coordination and benefits-related data transfers. Provides personalized support to employees and VRS retirees on complex benefit matters, including eligibility, enrollment, claims, and continuation coverage. Provides guidance to employees and supervisors on

FMLA, ADA

accommodations, and disability benefits, ensuring understanding of rights, responsibilities, and required documentation. Coordinates disability claims with carriers to ensure timely benefit processing. Distinct from vendor liaison duties, this function focuses on case management, policy guidance, and form completion to assist individuals navigating their benefits. Coordinates citywide benefits open enrollment, including the design and distribution of materials, system updates, and employee education; conducts or participates in employee and retiree workshops; presents benefits information and policies during new employee orientation and assists in the development and delivery of benefits-related training, presentations, and communications. Analyzes benefits data and trends to recommend program enhancements and cost-saving strategies; conducts special research assignments related to benefit utilization, coverage, and cost; assists in developing long-range objectives for benefits programs and supports the Benefits Manager in policy development, RFP processes, and vendor evaluations. Maintains accurate records and ensures timely reporting for audits and compliance; certifies, compiles, and records statistical and narrative data for reports using word processing and spreadsheet software and prepares correspondence, records, and reports based on data obtained from various sources. Maintains confidential leave and accommodation files, tracks deadlines, and prepares compliance reports related to FMLA, ADA, and disability programs. Performs other duties as assigned.

PERFORMANCE STANDARD

Employees at all levels are expected to effectively work together to meet the needs of the community and the organization through work behaviors demonstrating the City's Values. Employees are also expected to lead by example and demonstrate the highest level of ethics.

REQUIRED KNOWLEDGE

Employee Benefits

• Knowledge of all pertinent federal and state regulations, filing and compliance requirements to include HIPAA, COBRA, Section 125, Medicare, Social Security and VRS Retirement.

Knowledge of benefit contract language and plan designs. Human Resources — Knowledge of human resources and modern business principles, theories and best practices to include FMLA, ADA and related laws and regulations in municipal government. Customer Service —Knowledge of principles and processes for providing customer service. This includes setting and meeting quality standards for services, and evaluation of customer satisfaction. PC# 21406 Page 2 of 4

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05/01/2026 REQUIRED SKILLS Judgment & Decision Making — Evaluates the best method of research and then exercises appropriate judgment in establishing priorities and resolving routine matters. Considers the relative costs and benefits of potential actions to choose the most appropriate one. Computer Skills

• Utilizes a personal computer with word processing, spreadsheet, and related software to effectively complete a variety of administrative tasks with reasonable speed and accuracy. Time Management
• Plans and organizes daily work routine. Estimates expected time of completion of elements of work and establishes a personal schedule accordingly. Implements work activities in accordance with priorities and estimated schedules. Critical Thinking
• Strong analytical skills to include using logic and reasoning to understand, analyze, and evaluate complex situation and research information to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to the situation.

REQUIRED ABILITIES

Communication

• Ability to effectively communicate ideas and proposals verbally and in writing, to include the preparation of detailed reports which include numerical information and statistics. Ability to handle a variety of complex benefit and insurance issues with tact and diplomacy and in a confidential manner. Interpersonal Relationships
• Develops and maintains cooperative and professional relationships with employees, retirees and outside organizations. Effectively responds to and resolves inquiries and disputes. Financial Management
• Ability to perform complex arithmetic, algebraic, and statistical applications to perform benefit and pension transactions.

Ability to monitor administrative costs of benefit programs and recommend cost containment strategies to include alternative methods for administration and funding.

EDUCATION AND EXPERIENCE

Requires a Bachelor's Degree in Human Resources, Business Management, Public Administration or a related field and 2-3 years of responsible employee benefit administration experience, or an equivalent combination of education and experience. Professional certifications preferred.

ADDITIONAL REQUIREMENTS

An acceptable general background check to include a local and state criminal history check and a valid driver's license with an acceptable driving record.

PHYSICAL REQUIREMENTS

Requires the ability to exert light physical effort in sedentary to light work. Some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or workstation. PC# 21406 Page 3 of 4

Revised:

05/01/2026 SENSORY

REQUIREMENTS

Some tasks require the ability to perceive and discriminate sounds and visual cues or signals. Some tasks require the ability to communicate orally.

ENVIRONMENTAL EXPOSURES

Essential functions are regularly performed without exposure to adverse environmental conditions. PC# 21406 Page 4 of 4

Revised:

05/01/2026