Benefits Administration Analyst

Job Title

Position Overview:

JOB TITLE: Benefits Administration Analyst

LOCATION REQUIREMENTS: This position is a hybrid role requiring the associate to be in the office (Dalton, GA) at least 3 days a week. This is subject to change.

JOB DESCRIPTION:

The Benefits Specialist plays a critical role in supporting the company’s Total Rewards strategy through the administration, compliance, and operational management of associate benefit programs. This role serves as a key operational resource for Benefits Administration, helping ensure benefit eligibility, enrollments, payroll deductions, billing, vendor administration, and associate records are accurate, timely, and administered in accordance with plan provisions and regulatory requirements.

The Benefits Specialist works on day-to-day operations, including eligibility and enrollment administration, benefits billing and arrears, Health Savings Account (HSA) and benefit spending account administration, payroll reconciliation, compliance activities, operational audits, vendor coordination, and issue resolution. This role reviews benefit data, plan requirements, vendor information, and operational processes to identify issues, implement corrective actions, maintain audit-ready documentation, and support continuous improvement across benefits administration. This role serves as a subject matter expert and partners closely with Payroll, HR Technology, Leave Management, internal stakeholders, and external vendors to resolve discrepancies and ensure effective administration of health and ancillary benefit programs. Additionally, this role works closely with Benefits Lead to provide day-to-day coaching, guidance, and mentorship to Benefits Administrators to support professional development and knowledge growth.

The ideal candidate blends strong benefits knowledge with analytical problem-solving, operational accuracy, and a customer-focused mindset. They are detail-oriented, comfortable working with complex benefit and payroll data, and able to independently manage proc

esses while effectively coordinating across vendors and internal teams.

POSITION RESPONSIBILITIES:

• Works closely with Benefits Lead to train team members on benefits administration processes, policies, systems, and compliance requirements.
• Review work, e.g. emails/calls for accuracy and provide constructive feedback to improve quality and consistency.
• Serve as a resource for complex benefit issues and assist team members with escalated cases.
• Promote knowledge sharing, cross-training, and continuous learning within the Benefits team.
• Administer associate benefit programs, including eligibility, enrollments, life events, terminations, retroactive transactions, and ongoing maintenance of benefit records in accordance with plan provisions and established procedures.
• Analyze benefit transactions and associate data, applying quality checks to identify discrepancies, determine appropriate corrective actions, and maintain accurate benefit coverage and records.
• Review and apply plan documents, eligibility provisions, and established regulatory guidelines to support accurate and consistent administration of benefit programs.
• Partner with Payroll, HR Technology, Leave Management, Compensation, Finance, and other internal stakeholders to resolve benefit eligibility, enrollment, deduction, and administration issues.
• Perform recurring operational audits and quality reviews of benefit elections, eligibility, payroll deductions, vendor records, and associate data; investigate discrepancies and coordinate corrective action.
• Monitor benefit eligibility changes, including changes in employment status, to ensure benefits are administered appropriately, and required adjustments are completed.
• Manage benefits billing and arrears administration, including non-payment reporting, retroactive adjustments, missed premium recovery, and related associate or vendor follow-up.
• Serve as the primary operational point of contact for benefits billing administration and coordinate recurring administration activities with applicable billing and COBRA vendors.
• Review benefit payroll information, verify deduction accuracy, reconcile discrepancies, and coordinate corrections with Payroll and applicable vendors.
• Reconcile vendor financial reporting and benefit-related transactions to support accurate premium collection, funding, and financial reporting.
• Serve as a primary operational point of contact for Health Savings Account (HSA) and other benefit spending account administration.
• Coordinate HSA and benefit spending account administration, including enrollment processing, contribution setup, payroll deductions, employer contributions, account issue resolution, and year-end activities.
• Perform recurring HSA and benefit spending account reconciliations and audits to ensure payroll contributions, vendor deposits, and applicable employer contributions are accurate.
• Support compliance requirements and recurring compliance processes related to ACA, ERISA, COBRA, IRS requirements, HIPAA, Non-Discrimination Testing, and plan governance.
• Coordinate operational activities associated with compliance reporting, including data collection, vendor coordination, review of results, required corrections, and associate communications, as applicable.
• Support year-end ACA and 1095-C administration, including vendor coordination, data review, issue resolution, and associate inquiries.
• Coordinate Non-Discrimination Testing activities, including data collection, vendor coordination, review of analysis, corrective action follow-up, and communication of required adjustments.
• Partner with the Systems Analyst and HR Technology when compliance, eligibility, enrollment, or other benefits processes require system configuration, reporting, integration support, testing, or technical troubleshooting.
• Coordinate with benefit vendors and carrier partners on day-to-day program administration, eligibility audits, escalated issues, account maintenance, compliance activities, and service-related matters.
• Lead or participate in recurring vendor administration meetings for assigned benefit programs and ensure operational issues, action items, and required follow-up are appropriately resolved.
• Monitor vendor-supported processes and deliverables, identify operational issues or discrepancies, and coordinate timely resolution with internal and external stakeholders.
• Support vendor implementations, transitions, evaluations, RFP activities, and changes to existing benefit programs by providing operational requirements, plan knowledge, testing support, and benefits administration expertise.
• Support benefits-related communications, including vendor materials, associate resources, Open Enrollment information, and other operational communications.
• Respond to escalated associate questions regarding benefits, premiums, eligibility, coverage, plan provisions, and benefit administration, researching complex issues and coordinating resolution as needed.
• Maintain process documentation, standard operating procedures, audit records, and other benefits administration materials to ensure processes are accurate, accessible, consistent, and audit-ready.
• Review existing operational processes to identify gaps, control opportunities, recurring issues, and areas for improved accuracy or efficiency.
• Contribute to process improvements that enhance benefits administration, compliance, operational efficiency, data accuracy, and the associate experience.
• Partner with the Systems Analyst and other technical resources on opportunities to streamline or automate benefits processes while providing operational requirements, process knowledge, validation, and subject matter expertise.
• Support special projects and Health & Wellness initiatives requiring Benefits Operations expertise, as assigned.

REQUIRED QUALIFICATIONS:

• High school diploma or GED required.
• 3-4 years of experience supporting health and benefit plans in benefits administration, associate benefits, or a related benefits operations role.
• Working knowledge of benefit eligibility, enrollment, life events, payroll deductions, billing, reconciliation, and vendor-supported benefit administration.
• Knowledge of HSA and benefit spending accounts, COBRA processes, HIPAA requirements, Open Enrollment, ACA compliance, Non-Discrimination Testing, and plan eligibility rules.
• Demonstrated ability to review and apply benefit plan provisions, established procedures, and regulatory requirements to day-to-day benefits administration.
• Proficiency in Excel, including pivot tables, VLOOKUP/XLOOKUP, data auditing, and reconciliation.
• Strong attention to detail with the ability to identify data inaccuracies, interpret benefit and payroll information, research discrepancies, and determine appropriate corrective actions.
• Ability to manage recurring processes, audits, deadlines, vendor deliverables, and competing priorities with a high degree of accuracy and accountability.
• Self-starter with the ability to operate independently with little supervision and appropriately escalate complex or high-risk issues.
• Strong analytical and problem-solving skills with the ability to identify trends, evaluate issues, and recommend practical solutions.
• Strong written and verbal communication skills with the ability to effectively coordinate across associates, vendors, and internal teams.
• Demonstrated ability to make decisions using sound judgment, seek and incorporate appropriate feedback, and take action to resolve issues.
• Strong organizational and time-management skills with the ability to manage multiple assignments and responsibilities.
• Collaborative and adaptable team player who demonstrates initiative, accountability, and a commitment to continuous improvement.

PREFERRED QUALIFICATIONS:

• Associate degree, HR certificate, or equivalent experience preferred.
• Proficient in Microsoft Office (Excel, Docs, PowerPoint, SharePoint, OneDrive, etc.).

COMPETENCIES:

• Demonstrate Good Judgement

• Execute Action Plan

• Drive Results

• Learn Continuously

• Adapt & Change

POTENTIAL FACTORS:

• Authenticity

• Receptive to Feedback

• Adaptability

• Learning Agility

• Conceptual Thinking

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