Employee Benefits Manager - City of Newton

Job Description

Primary purpose:

The Human Resources Employee Benefits Manager plays a vital role in managing and administering the City of Newton's employee and retiree benefit programs. This position involves complex administrative and professional responsibilities, including day-to-day benefit program operations, customer service, and continuous evaluation and enhancement of benefit options and initiatives. The Employee Benefits Manager works closely with the Director and Deputy Director of Human Resources to support the Human Resources Department’s needs and performs other related duties as assigned.

Supervision:

Supervision Scope: Performs varied and responsible functions requiring considerable independent judgment to ensure compliance with applicable laws, regulations, collective bargaining agreements, departmental policies, health insurance requirements and benefit administration best practices. 

Supervision Received: Works under the policy direction of the Human Resources Director and the general direction of the Deputy Director; generally, establishes own work plan and completes work in accordance with established departmental policies and standards. Maintains a strong sense of urgency in order to meet deadlines and respond to inquiries in a timely and efficient manner. 

Supervisory Duties: Incumbent may supervise temporary help and vendors obtained to support benefits administration. While the employee does not directly supervise the other benefits staff, the Benefits Administrator may assist in the assignment, direction and monitoring of work and assignments of the City’s benefits consultant and the HR generalist assigned to the benefits administration function; reports back to the Director or Deputy Director any concerns related to support staff in this division.

Essential Functions:

(The essential functions or duties listed are intended only as illustrations of the various types of work that may be performed.  The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.)

• Administer day-to-day operations of employee and retiree benefit programs, including health, dental, life insurance, voluntary plans, savings plans, COBRA compliance, and other related benefits. Inform and advise employees on changes and eligibility.
• Develop and update benefit materials, conduct information sessions, and maintain the employee and retiree benefits sections of the Human Resources website and other communication platforms. Plan and execute employee health/wellness events.
• Serve as the primary contact for all benefit providers and vendors.
• Recommend changes to benefit options and educate employees on these options. Create and maintain wellness programs and update benefit-related information across various platforms.
• Conduct audits to ensure accurate information and compliance with regulations such as the Affordable Care Act, COBRA, and Medicare.
• Complete necessary records, reports, and documentation as required by federal, state, and provider regulations. Conduct employee surveys to gather data for benefit providers.
• Participate in the process of selecting benefit carriers and plans in collaboration with the Director and CFO through the Request for Proposal (RFP) process. Monitor compliance with carrier reports and collective bargaining agreements.
• Assist in developing bargaining proposals and analyzing union benefit demands. Prepare cost data for proposals and settlements.
• Collaborate with HR, payroll, and finance staff to develop related policies and practices. Participate in special committees, including labor negotiations and the Insurance Advisory Committee. 
• Manage and oversee the flexible spending accounts program, including health care and dependent care FSAs. Provide guidance and support to employees regarding enrollment, eligible expenses, and reimbursement processes.
• Build strong relationships with management, department staff, financial departments, and union representatives.
• Coordinate benefit functions and communications with Newton Public Schools Human Resources staff.
• Work closely with the Director, Deputy Director, HR Benefits Consultant, and HR Generalist to achieve department goals. Train and support benefits staff and ensure continuous operations.
• Become familiar with the City’s HRIS, establish queries and reports, enhance HRIS utilization, ensure proper record-keeping for ACA and OPEB obligations, and work with key staff to run annual reports.
• Monitor and review carrier reports, benefit summaries and SPDs, and collective bargaining agreements to ensure the organization's compliance with applicable requirements. 
• Participate in recruitment activities to explain the City’s benefits package to potential candidates. Coordinate and attend new employee orientation and onboarding, develop onboarding materials, employee newsletters, and manuals. Survey other communities and competitive employers to enhance the benefit package and make recommendations.
• Consider specific benefit needs for various job functions (e.g., police officers, firefighters, DPW workforce, nurses) and discuss ideas with departmental leadership and HR Business Partners.
• Oversee the annual open enrollment process for all benefit plans, including the preparation and distribution of materials, conducting employee and retiree information sessions, and providing support to participants during the enrollment period.
• Address and resolve any disputes or issues related to employee benefits by liaising with employees, benefit providers, and legal advisors as necessary. Provide guidance and support to employees in understanding and utilizing their benefits effectively.
• Attend relevant training and professional association meetings. Contribute to HR-related projects and assignments beyond the scope of this description.
• Maintain knowledge of trends, developments, and best practices in benefits administration.
• Maintain a strong sense of urgency, attention to detail, confidentiality, and professional ethics in human resources administration. Commit to the success of the HR team.
• Maintain high-quality customer service and patience when addressing city staff, retirees, and external communications.
• Perform other related duties as required and directed.

Qualifications:

(To perform 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 to perform the essential functions. We encourage all candidates who feel they are capable of successfully performing the responsibilities as outlined in this position description, regardless of the qualifications listed below to apply.)

Education, Training and Experience: 

Minimum of 4 years of experience in benefits administration, preferably within a municipal or public sector setting. Bachelor’s degree in human resources, business administration or related field; may be substituted by any equivalent combination of education and experience as determined by the city. A strong commitment to public service is required.

Knowledge, Ability and Skill:   

• In-depth knowledge of employee benefits programs, including health, dental, life insurance, benefits, and voluntary plans. 
• Demonstrated attention to detail in producing high-quality work and consistently meeting deadlines.
• Proven ability to adapt to and drive organizational change, bringing strategic and creative thinking to benefits management.
• Strong decision-making skills, able to independently make decisions with confidence and accuracy.
• Ability to follow up effectively on all tasks and projects, ensuring items are not overlooked or forgotten.
• Familiarity with Massachusetts General Laws Chapter 32B (MGL Ch. 32B) and other applicable state and federal regulations related to employee health benefits. 
• Experience in typical office software systems (Microsoft Office or equivalent) and MUNIS HRIS system preferred.
• Ability to work both independently and as part of a team.
• Ability to exercise good judgment and focus on detail as required by the role.   

Work Environment

• Work is conducted primarily in a typical office setting within the Human Resources Department. The role involves routine use of standard office equipment such as computers, calculators, copiers, telephones, and other business machines. The environment is generally quiet, with periodic interruptions from inquiries by employees, retirees, and the general public.
• This role may also require occasional attendance at off-site meetings or events, such as training sessions or professional association conferences. The work environment emphasizes a strong sense of urgency, attention to detail, and a commitment to maintaining high standards of customer service and professional ethics in all human resources activities.

Physical skills and effort

(The physical demands described here represent those requirements that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)

Tasks require the ability to exert light physical effort in sedentary to light work, which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5 - 10 pounds). Tasks may involve extended periods of time at a keyboard or workstation. Some tasks require the ability to perceive and discriminate sounds and visual cues or signals. Some tasks require the ability to communicate orally. Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.

Performance Standard

Employees at all levels are expected to effectively work together to meet the needs of the community and the City through work behaviors demonstrating the City’s values. Employees are also expected to lead by example and demonstrate the highest level of ethics.

(This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change, subject to collective bargaining obligations, where applicable.)

Company Description

THE CITY:

The City of Newton is a wonderful place to live and work. Newton has safe and attractive neighborhoods, an excellent public school system, an active community life, multiple transportation systems, proximity to Boston and a well-managed and financially strong City government. The City of Newton has a population of approximately 88,900, with 32,600 housing units and occupies a land area of 18.3 square miles. Newton is principally suburban-residential in character. Unlike many other communities that are established around a single Main Street or downtown, Newton is comprised of thirteen distinctive villages. Newton has a diversified economic base with approximately 4,700 establishments employing approximately 79,500 people. Newton is special in many ways. It is home to a variety of private secondary and post-secondary schools including a portion of Boston College, Lasell University, William James College, Hebrew College, and the UMass Amherst – Mount Ida Campus.  The longest stretch of the Boston Marathon runs through the City, including the well-known Heartbreak Hill. Newton-Wellesley Hospital, part of the Mass General Brigham health care system, serves as an important partner to the City. In September 2018, Newton was again ranked #1 in Massachusetts as the best place to live and #12 in the U.S.

OUR GOVERNMENT:

Newton has what is known as a “strong Mayor” form of government with the Mayor having the executive and administrative powers of the City. The legislative branch is comprised of 24 City Councilors. Mayor Ruthanne Fuller was sworn in on January 1, 2018 after serving on the City Council. She ran on a platform of providing Newton’s children with a top-notch education in an inclusive environment where empty nesters, seniors, young families, and people of diverse incomes can live together in vibrant villages and neighborhoods. Mayor Fuller is committed to keeping Newton safe, improving the city’s infrastructure, addressing climate change, providing excellent and responsive city services, and fostering art, culture and community life. The first female Mayor of Newton, she is a tireless advocate for all the city’s residents and is committed to making sure the city is welcoming, inclusive and diverse. The City of Newton was evaluated by Moody’s Investors Services in February 2020 and assigned its highest rating of AAA. Newton was thus well-positioned to weather the pandemic and economic downturn.

AS AN EMPLOYER:

The City of Newton believes that its employees are its greatest asset.  To that end, we are committed to supporting our employees by providing competitive wages and growth, a comprehensive benefits package which includes a defined municipal pension plan, quality health and dental insurance plans, generous paid leave benefits, paid holidays, and access to supplemental benefits such as deferred compensation, short term disability plans, flexible spending accounts, and other employee benefits.  We also provide access to an Employee Assistance Program and access to employee training and professional development opportunities.  We continuously work to review and expand upon our benefit offerings.  We encourage you to visit our Human Resources Department website to learn more about our organization and benefits which are available to our employees.  And as always, you are encouraged to reach out to our dynamic HR Team by emailing hr@newtonma.gov.

Human Resources Diversity Statement

We recognize our workforce is a source of strength that is vital to our ability to effectively serve the City of Newton’s diverse community. We will:

•   Actively recruit, develop, and retain a diverse and talented workforce.
•   Proactively address discrimination through education and in partnership with other departments and leaders.
•   Serve as a role model to celebrate and nurture diversity.
•   Foster inclusion by staying curious and clarifying assumptions.
•   Evaluate and develop policies and practices that reflect the diverse nature of our workforce.
•   Build and strengthen accountability at all levels to support diversity efforts.

Benefits

• Health insurance
• Dental insurance
• Tuition Reimbursement
• Flexible Spending Accounts
• 457 Deferred Compensation plans
• Metro Credit Union
• Verizon Wireless discount
• Employee Assistance Program
• Generous paid leave time benefits and paid holidays.
• City Retirement (Mandatory)
• Weekly Direct Deposit
• Opportunity to serve the public and join a dynamic team of dedicated employees