Benefits Coordinator

Department: Benefits Reports to: Benefits Manager

Summary: The Benefits Coordinator is responsible assists in coordinating and administering the organization's employee and retiree benefits programs. This position provides technical and operational support for benefits administration, ensures accurate recordkeeping, oversees carrier billing reconciliation, and serves as a key liaison between the organization, insurance carriers, and internal departments. The role ensures compliance with applicable laws, regulations, and organizational policies. Under basic supervision, maintains eligibility data for benefits plans for City employees.

Essential Functions: - Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed below; reasonable accommodations will be made as required. The job description does not constitute an employment agreement and is subject to change at any time by the employer. Essential duties and responsibilities may include, but are not limited to, the following:

• Administer employee and retiree benefits programs, ensuring accurate enrollment, eligibility, and plan administration in HRIS and carrier systems
• Oversee the accuracy and integrity of benefits records, ensuring proper alignment between HRIS data, payroll deductions, and insurance carrier records
• Escalates complex benefits inquiries to Benefit Manager
• Assist in coordinating open enrollment processes, including system configuration, communications, employee and retiree education, and plan documentation review
• Conduct orientation and enrollment meetings as needed
• Oversee onboarding and offboarding processes related to benefits eligibility, enrollment, changes, and terminations
• Maintain retiree benefits administration, including eligibility tracking, billing oversight, premium payment monitoring, and cancellation processing
• Process insurance carrier invoices, including monthly reconciliation of carrier billing; research and resolve discrepancies
• Collaborate with HR and payroll teams to ensure accurate benefit deductions and employer contributions
• Assist with audits, filings, and documentation to ensure compliance with applicable regulations and internal policies
• Maintain confidentiality of sensitive employee and organizational information
• Responsible for maintaining HIPAA training for required positions.
• Supports the departmental operations with regular and timely attendance.
• Supports the relationship between the City of Odessa and the general public by demonstrating courteous and cooperative behavior when interacting with visitors and City staff; maintains confidentiality of work-related issues and City information; performs other duties as required or assigned

Minimum Qualifications:

Education, Training and Experience Guidelines: High School Diploma or GED required; AND two years of computer and clerical experience preferably in Human Resources or Benefits

Knowledge of:

• Employer-sponsored health plans and/or benefits administration and confidential records management.
• Strong proficiency with computer systems and data entry, including HRIS or similar software

Ability to:

• Handle confidential information with discretion
• Work independently with minimal supervision
• Interpret and apply basic benefits plan information and procedures

Skill in:

• Accurate and efficient data entry
• Effective written and verbal communication skills
• Strong organizational skills and attention to detail

Physical demands and working environment: Work is performed in a standard office environment.