DOUGLAS COUNTY SCHOOL DISTRICT Human Resources Insurance Benefits Coordinator

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1 DOUGLAS COUNTY SCHOOL DISTRICT Human Resources Insurance Benefits Coordinator FUNCTION Performs technical and clerical support work of moderate difficulty with accuracy, thoroughness and timeliness. Required duties facilitate the administration of health benefits to active employees, retirees, and COBRA members of the District. Exercises independent judgment in applying, interpreting, and maintaining strict compliance with District policies, federal regulations, and procedures related to health benefits; and administers various employee benefit plans, such as group medical, dental, vision, and life insurance benefits. Serves as liaison, using excellent communication skills and professional courtesy, coordinating employees, third-party administrators, and benefit providers; serves on the insurance advisory committee as an active member. Arranges and conducts employee information presentations and enrollments; facilitates benefits orientation to all new hires; approves benefit enrollment applications; reconciles monthly census with benefit provider statements, payroll, and third-party administrators; analyzes benefit contracts and performs related administrative tasks as required. Administers the FMLA (Family Medical Leave Act) and employee leave programs. SUPERVISION RECEIVED Work is performed under the general supervision of the Assistant Superintendent-Human Resources and functions on an independent, responsible level, with accuracy, thoroughness, and timeliness. May receive technical supervision from the H.R. Administrative Secretary. Work is proofread and reviewed prior to distribution. The Asst. Superintendent-H.R. shall at least annually evaluate the Insurance Benefits Coordinator s performance. SUPERVISION EXERCISED None. ESSENTIAL FUNCTIONS Enroll new participants in health insurance program; process revisions and terminations on a daily basis and during the annual open-enrollment period; review and approve benefit enrollment applications. Notify all benefit providers and third-party administrator of enrollment eligibility and status changes. Establish and maintain individual files for all benefited active employees, retirees and COBRA members. Maintain benefit payment logs for retiree members and COBRA members. Conduct health insurance overview sessions with new participants, both in a group setting and oneon-one sessions. Resolve claim and billing issues for health insurance participants. Act as liaison with the District s third-party administrator (TPA) for health insurance; develop and maintain a close working relationship with the TPA. Handle all telephone and mail inquiries regarding health insurance benefits. 1

2 INSURANCE BENEFITS COORDINATOR Page Two Track and monitor health insurance eligibility utilizing Excel spreadsheets. Reconcile health insurance electronic statements against provider billing statements and payroll reports using Excel spreadsheets. Compose and edit various correspondence pertaining to health benefits. Coordinate and assemble materials for annual open enrollment for health benefits. Develop forms and procedures for the maintenance, compilation and reporting of benefit programs. Maintain accurate, thorough documentation and distribution of benefit premiums to all benefit providers. Attend and actively participate in monthly insurance advisory committee meetings. Enroll and administer employee life insurance program including travel and accident insurance for administrators, supervisors and board members. Track, monitor and maintain administrative physical exam medical records. Maintain full-time employee dependents student health insurance status records. Assemble and distribute health insurance program materials to all health insurance participants, including active employees, retirees, and COBRA participants. Update computerized Human Resources systems with changes. Update annual Medicare coverage disclosures. Maintain HIPPA records; facilitate occasional HIPPA presentations to employees. Distribute annual HIPPA and Medicare Part D mandated notices. Process retirees for Early Retirement Incentive values, sick leave pay outs and health insurance information. Coordinate annual deferred compensation sessions. Maintain Employee Assistance Program. Administer COBRA health insurance program for employees; maintain monthly premium files; send timely letters and election notices. Update and keep current the health insurance benefits section on District s website. Maintain and ensure confidentiality of all protected health information including medical records. 2

3 INSURANCE BENEFITS COORDINATOR Page Three Process and administer FMLA and non-fmla benefits program; ensure compliance with and by all parties involved. Type correspondence, minutes, agendas, reports, forms, charts and other materials using a computer. Proof and edit typewritten work and check forms and other materials for accuracy and completeness. Maintain records and compile information from records and complete daily, monthly, and annual activity or other reports or compilations; resolve discrepancies in records and follow up as necessary. File and retrieve materials, develop modifications to filing system, cross-reference materials, and sort and index for filing or distribution. Explain policies and procedures to employees, administrators, other agencies and the public. Gather, compile and copy materials using a photocopy machine; sort, staple and bundle materials. May assist with Human Resources Administrative Secretaries with responsibilities in her/his absence. NON-ESSENTIAL FUNCTIONS Perform related work as assigned. WORK CONTACTS Frequent contact with district employees, district retirees, outside agencies and the general public. CONDITIONS OF WORK Light physical activity in a normal office environment. Lift, carry, push and pull 25 pounds maximum. REQUIRED KNOWLEDGE, SKILLS & ABILITIES Quality customer service and public relations; knowledge of modern office practices, procedures and equipment; knowledge of basic grammar, spelling, punctuation and arithmetic. Skill in the operation of a computer and related software including M/S Word, Excel and Outlook, calculator, fax machine, and copier equipment. The ability to perform the following work activities with or without reasonable accommodation: Type at a speed necessary for successful performance (50 WPM). Effectively utilize Excel, Word and Outlook software programs. Evaluate, analyze and maintain compliance of benefit policies, terms, conditions, contracts and regulations. Summarize, interpret, and instruct employees receiving benefits. Prepare business correspondence, report preparation, filing, faxing, document management and standard office equipment. Basic principles of fiscal administration, particularly related to health benefits and record 3

4 keeping. Conduct presentations to large and small groups. INSURANCE BENEFITS COORDINATOR Page Four Maintain confidentiality of sensitive and privileged information. Establish and maintain professional and effective business relationships. Display courtesy and tact in dealing with those contacted in the course of work. Communicate effectively both orally and in writing, and provide clear explanations and answers. Apply school district policies, rules, and regulations. Perform and calculate accurate business mathematic calculations. Follow oral and written instructions and established procedures. Meet deadlines in a timely manner. Maintain complete and accurate records and files. Compile information and prepare routine reports. Maintain regular attendance and punctuality. ACCEPTABLE EXPERIENCE AND TRAINING Completion of formal or informal training in benefits administration, or a closely related field; and two (2) years responsible office management, technical, or secretarial experience in working with health benefits. Proven and successful customer service skills; maintaining confidentiality concerning all business matters; compilation and reporting of data; reading, editing and interpreting complex written materials and the performance of administrative details. High school graduation or equivalent, including or supplemented by courses in word processing, data processing or office procedures; or any equivalent combination of training and experience which provides the necessary knowledge, skills, and abilities to perform the work. Period of Service 12 months Confidential Salary Schedule Range 26 4 FLSA Status Non-Exempt

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