Benefits Systems Specialist

Description

Position summary

The Benefits Technology Consultant owns the benefits side of our client work. You will configure benefit administration systems from the ground up: every plan type, eligibility rule, rate structure, enrollment event and carrier connection. You will also configure ACA modules and coordinate each client’s Form 1094-C and 1095-C submission to the IRS. You will work directly with client HR departments and benefit brokers, translating plan designs and broker renewals into accurate, well-tested system setups.

This is an individual contributor role with no direct reports. We need someone who understands benefits deeply, thinks strategically, and is resourceful enough to learn a new platform or plan design whenever a client needs it.

Key responsibilities

Benefit administration system configuration

Configure benefit administration systems end to end, from plan setup through go-live and ongoing maintenance

Build all plan types: medical, dental, vision, life and AD&D, short- and long-term disability, FSA, HSA, HRA, EAP, and voluntary benefits such as accident, critical illness and hospital indemnity

Set up coverage levels, eligibility and waiting-period rules, rate structures (age-banded, salary-based, tobacco and wellness surcharges), employer contributions and payroll deductions

Configure open enrollment, new hire enrollment and qualifying life events, including evidence of insurability, dependent verification and beneficiary rules

Set up and test carrier file feeds (EDI 834) and payroll deduction feeds; troubleshoot and fix file errors with carriers and vendors

Build test plans, run enrollment scenarios and validate rates and deductions before every launch and renewal

ACA configuration and IRS filing

Configure ACA modules, including measurement methods (monthly or look-back), full-time status tracking, and offer and safe harbor code logic

Prepare and validate Forms 1094-C and 1095-C, auditing HRIS, payroll and benefits data before filing

Coordinate electronic submission to the IRS and employee form distribution against deadlines, whether filed through the client’s system or a filing vendor

Handle corrections, IRS rejections and penalty notices (Letter 226-J), and state individual mandate reporting where it applies

Advise clients on employer mandate exposure and affordability safe harbors

Client and broker partnership

Work directly with client HR departments and benefit brokers as the primary systems contact for benefits

Translate plan designs, renewals and carrier changes from brokers into system requirements and configuration

Lead renewal and open enrollment readiness: gather changes, update the system, test and confirm with the broker and client

Recommend process and system improvements that reduce errors and manual work for HR teams

Train client HR and benefits administrators, and build user guides and job aids

Reporting and audits

Build benefits enrollment, deduction and eligibility reports and audits

Reconcile carrier invoices, enrollments and payroll deductions, and resolve discrepancies

The mindset we’re looking for

These soft skills matter as much as technical experience.

Strategic thinking

Connects a configuration choice to the client’s cost, compliance risk and employee experience; asks “why” before “how”

Resourcefulness

Figures things out without a playbook — vendor documentation, carrier contacts, user communities, testing in a sandbox

Problem solving

Separates symptoms from root causes, especially in file feed and deduction errors; validates with data before fixing

Learning agility

Picks up a new benefits platform, plan type or regulation quickly when a client need arises

Client and broker presence

Earns trust with HR leaders and brokers; delivers bad news early, with options

Ownership

Treats client outcomes as their own; follows through without being chased

Attention to detail

Catches rate, eligibility and coding errors before they reach paychecks, coverage or IRS forms

Judgment and discretion

Handles confidential employee, dependent and health plan data with care

Clear communication

Explains system and compliance issues in plain language; writes clean documentation

Self-direction

Manages multiple clients and fixed deadlines like open enrollment and ACA filing with little supervision

Requirements

Required

3+ years of HR experience, including both benefits administration and general HR

1+ years configuring benefit administration systems, not only administering enrollments (for example Workday Benefits, PlanSource, Businessolver, bswift, Benefitfocus, Employee Navigator, UKG, ADP, Paylocity or Paycom)

Strong knowledge of all major employee benefit types and plan designs, including self-funded and fully insured plans, HSAs, FSAs and HRAs, and voluntary benefits

Experience setting up eligibility rules, rate structures, enrollment events and qualifying life events

Hands-on ACA experience, including configuring an ACA module or tracking tool and at least two seasons of Form 1094-C/1095-C preparation and filing

Working knowledge of benefits compliance: ACA, COBRA, HIPAA, Section 125 and ERISA basics

Experience with carrier file feeds (EDI 834) and payroll deduction integration

Direct experience working with benefit brokers and carriers

Strong Excel skills (lookups, pivot tables, data cleanup) and experience building reports in an HR system

Preferred

Prior consulting, implementation or client-facing professional services experience

Experience on more than one benefits platform, showing ability to learn new systems quickly

Workday Benefits configuration experience

Experience with an ACA filing vendor or the IRS electronic filing (AIR) process

Experience with dependent eligibility verification audits

Payroll experience

Education and certifications

Bachelor’s degree in Human Resources, Business or related field, or equivalent experience