Description

SUMMARY:

The Benefits Manager owns the strategy, administration, and compliance of our health & welfare and retirement programs for employees across multiple states. This role leads annual renewals, drives data accuracy in HRIS/benefits systems, ensures flawless ACA reporting, manages Form 5500 filings, and executes nondiscrimination testing. You'll partner closely with HR, Finance, Payroll, Legal, and external brokers/TPAs to deliver compliant, cost-effective, competitive and attractive benefits packages to support recruitment and retention. 

Essential Duties and Responsibilities include the following:

Compliance & Regulatory (Primary Focus)

• ACA Administration & Reporting 
• Maintain ALE status tracking, measurement/stability periods, and variable hour methodologies.
• Oversee 1094-C/1095-C data integrity and timely filings; coordinate with payroll/HRIS or ACA vendor.
• Monitor affordability safe harbors and plan designs to maintain ACA compliance.
• ERISA & Form 5500 
• Own annual Form 5500 filings for health & welfare plans (and coordinate with retirement plan provider/TPA); ensure accurate schedules, audit readiness (if applicable), and timely submissions.
• Maintain and distribute SPDs, SBCs, SARs, and required participant notices.
• Nondiscrimination Testing 
• Lead annual Section 125 (cafeteria plan) and Section 105(h) (self-insured medical) nondiscrimination testing; coordinate corrective actions as needed.
• Coordinate with retirement plan provider for Annual Deferral Percentage (ADP) and Actual Contribution Percentage (ACP) and related 401(k) testing; manage refunds/corrections with Finance/Payroll.
• Other Regulatory Programs 
• Ensure ongoing COBRA compliance (notices, timelines, QE tracking) with TPA.
• Manage HIPAA privacy/security protocols relevant to benefits; oversee Business Associate Agreement (BAA)s with vendors.
• Partner with HR Generalist concerning FMLA, state leave overlays (where applicable), and disability integrations; ensure consistency across states.
• Ensure Medicare Creditable Coverage notices and reporting; manage CMS disclosures.
• Stay current on federal and multi-state benefits laws (ERISA, ACA, HIPAA, COBRA, MHPAEA, transparency rules) and implement required changes and notices.
• Oversees and coordinates employee benefits compliance audits to ensure plan accuracy and regulatory adherence.

Plan Strategy, Design & Vendor Management

• Partner with leadership, HR Director, and the broker to evaluate plan designs, funding arrangements, network options, and contribution strategies; model affordability and employee impact.
• Lead annual renewals and open enrollment (project plan, timelines, collateral, system build/testing).
• Manage vendor relationships (medical, dental, vision, life/AD&D, disability, EAP, HSA/FSA, COBRA, ACA, HRIS/ben-admin); drive Service Level Agreements (SLAs), escalations, and performance reviews.
• Analyze utilization and cost trends; recommend plan tweaks and wellness initiatives.

Operations & Employee Experience

• Oversee day-to-day benefits administration, eligibility, life events, and QMCSO/QDRO processes.
• Maintain data integrity across HRIS/benefits platforms and payroll; reconcile monthly carrier bills; resolve discrepancies.
• Develop clear employee communications (guides, FAQs, intranet content, manager toolkits).
• Provide tier-2 support for complex employee cases and accommodations in partnership with HR Generalist.

Data, Reporting & Controls

• Maintain benefits calendars (compliance filings, notices, renewals, testing).
• Build and track KPIs: enrollment trends, plan costs/PEPM, participation, ACA error rates, ticket resolution SLAs.
• Create executive-ready reporting and recommendations, support budgeting and forecasting.
• Implement strong internal controls and documentation (SOPs, desk guides, audit trails).

Other duties as assigned.

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Required

• 57+ years of progressive benefits administration experience, including ACA reporting, Form 5500 filings, and nondiscrimination testing (Section 125 and 105(h)).
• Experience with partially self-funded plans, stop-loss, and transparency requirements.
• Hands-on experience with HRIS and benefits administration platforms (e.g. Paylocity) and ACA tools.
• Strong knowledge of ERISA, ACA, HIPAA, COBRA, FMLA, and multi-state benefits considerations.
• Advanced Excel (pivot tables, VLOOKUP/XLOOKUP, data validation), and comfort with auditing large datasets. 
• Excellent vendor management, project management, and stakeholder communication skills.
• Ability to work hybrid; occasional travel (1015%) to muti-state locations and vendor meetings.

Preferred

• Certifications: CEBS, GBA, PHR/SPHR, or SHRM-CP/SCP.
• Experience supporting multi-state workforces 

Education/Experience: Bachelor's degree in HR, Business, Finance, or related field; and six years of experience and/or training; or equivalent combination of education and experience.

Language Ability: Ability to read and interpret documents such as laws, regulations, safety rules, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of employees.

Math Ability: Ability to work with mathematical concepts such as probability and statistical inference, and fundamentals of plane and solid geometry and trigonometry. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.

Reasoning Ability: Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 50 pounds. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle or feel: reach with hands and arms and talk or hear. The employee is occasionally required to climb or balance, stand, walk and stoop, kneel or crouch. The employee needs to be able to identify and distinguish colors.

The job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Your employment with the Company is at-will and neither this job description nor any other oral or written representations may be considered a contract for any specific period of time,

Benefits:

• Medical Insurance
• Dental Insurance
• Vision Insurance
• Company-paid Life and Accidental Death & Dismemberment Insurance
• Option to buy Additional Life Insurance coverage for yourself and your dependents
• Short Term Disability Insurance
• Long Term Disability Insurance
• Flexible Spending Accounts (FSA)
• Employee Assistance Program (EAP)
• 401k
• Paid Time Off
• Paid holidays
• ESOP

We are an equal-opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status. We are a drug-free workplace. Patterson Pope is a Federal Contractor.

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