Benefits Manager

The Benefits Manager will manage the overall administration of the company’s benefit programs, including 401(k) and health and welfare plans. They will provide solid analytical, technical, administrative and customer service support company-wide to ensure accurate processing, timely crisis resolution, sustainable practices and regulatory compliance within our benefit programs.  This position will work closely with internal business partners across the organization to continually enhance and improve Castle Group's total rewards offering for teammates and their families while ensuring programs remain innovative, competitive, financially sustainable, and aligned with our strategic business objectives. 

The Benefits Manager also provides exemplary service in a manner consistent with the values and mission of the Castle Group. They perform all responsibilities while demonstrating outstanding customer service skills representative of Castle Royal Service. 

Program Management 

• Manage development of health and wellness program documents and communications. 

• Conduct training presentations on programs, as needed 

• Develop and document procedures to streamline processes, automate workflows and business rules, and ensure compliance with regulatory requirements and educate managers on those procedures and requirements 

• Analyze and review benefit programs and recommend changes in design, pricing, vendors as necessary to ensure programs are efficient, market competitive, compliant with regulatory requirements and aligned to strategic objectives 

• Address and resolve associate escalations and questions by interpreting benefit policies and procedures 

• Develop procedures and processes to ensure consistent and equitable administration of benefit plans and recommend changes to program designs as needed 

• Oversee program management of 401(k) plan 

Compliance 

• Ensure the company is compliant with federal and state laws. Conduct audits as needed 

• Maintain benefit plan and program compliance, including assistance with annual non-discrimination testing, plan audits and government filings, plan documents in accordance with the DOL, ACA, ERISA, and HIPAA requirements 

Administration 

• Lead annual open enrollment processes, including communications strategy development and testing of the open enrollment system 

• Work with the HRIS to develop tools to enhance the ability to deploy programs efficiently 

• Develop and monitor Standard Operating Procedures to ensure accuracy, efficiency and appropriate audit controls.  Reconcile issues, invoicing and audit payroll and benefits systems for accuracy. 

• Oversee the development of informative materials from benefits vendors and partners, ensuring updates to plan design and compliance are reflected in such collateral literature.  Create, maintain and distribute teammate communications, documents, and templates such as enrollment forms, rate tables, benefit overview, training materials, etc. 

• Oversee, administer, and track all employee disability and FMLA claims and information.  Assist with streamlining/administering employee time away and leave processing and partnering with payroll and the Employee Relations function as necessary.  

• Oversee, administer, and track all Worker’s Compensation claims and information.  Serve as escalation for litigated claims while working directly with outside counsel, carrier and broker to resolve claims. 

• Develop and analyze benefits key performance indicators (KPI) like plan participation and utilization for benefits programs monthly, quarterly and on an annual basis. 

• Develop, administer and evaluate wellness and healthcare educational programs to promote healthy lifestyles and changes in health care utilization and compliance. 

• Oversee the integration and enrollment of benefit programs of new accounts. 

• Submit all reports and analytics in a timely manner 

• Manage benefits budget ensuing all invoices are verified and submitted in a timely manner 

• Other related job duties as assigned 

Direct reports 

• Directly manage the Benefits Team.    

• Carry out supervisory responsibilities in accordance with Castle’s policies and applicable laws.    

• Responsibilities include interviewing, hiring, and training, developing and mentoring employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.  

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.  

Education and Experience 

• Bachelor’s degree in human resources, business or related field. Or a combination of experience and education equivalent. Master’s degree preferred. 

• 5+ years' experience in Benefits Management, with significant understanding of IRS Section 125 regulations, COBRA, FMLA, HIPAA, and FLSA regulations, including at least two (2) at a managerial level. 

• Professional certification in Human Resources is strongly preferred. 

• Professional certification in employee benefits administration is strongly preferred. 

• Human Resources experience with a concentration in benefits administration. 

• Knowledge of current federal and state labor and benefit laws and regulations including ADA, ADEA, COBRA, EEOC, ERISA, FLSA, FMLA, Health Care Reform Act, HIPPA, OSHA, Pension Protection Act, Title 7, USERRA.  

• Experience implementing new benefit programs and managing major benefit changes. 

• Strong knowledge and understanding of benefit plan administration including wellness, leave administration, time away, global pensions and US 401(k) plan support. 

• Demonstrated experience building, implementing, and managing compensation structures. 

• Application and working knowledge of UKG HRIS preferred.  
• General Knowledge processing Payroll administration is required.

Skills and Abilities  

• Strong computer skills, including Microsoft Office (especially Excel) and experience with HRIS systems. 

• Proven leadership and team management abilities with the capacity to influence outcomes. 

• Numerical aptitude and experience with labor/benefits budgeting and business finance. 

• Strong project management and change management experience. 

• Ability to work independently with initiative and minimal supervision. 

• Effective communication skills with diverse populations in both written and spoken English. Bilingual in Spanish is preferred; Creole is a plus. 

• Strong organizational skills, attention to detail, and ability to multitask while meeting deadlines. 

• Process improvement mindset with the ability to recommend and implement better practices. 

• Maintains confidentiality and handles sensitive information professionally. 

• Effective problem-solving skills and the ability to resolve issues quickly. 

• Adaptable in a fast-paced environment and committed to continuous personal and team development. 

Physical requirements 

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 accommodations may be made to enable individuals with disabilities to perform the essential functions. 

• Able to work under pressure, maintain composure and utilize good judgement during emergency/difficult and stressful situations. 

• Ability to: 

• lift up to 10 lbs.;  

• work in a sitting position about 80% of the day.  

• hear, understand and respond appropriately to verbal requests made in person and over the telephone. 

• respond verbally in an understandable, professional manner in person and over the telephone. 

• reach with hands and arms, communicate, receive, and exchange ideas and information. 

• easily navigate the building as required to meet the job functions; complete all required forms. 

• Visual ability correctable to 20/20. 

• Manual dexterity to input data into the computer. 

• Ability to stoop and bend. 

• This position requires some travel, approximately 20% travel.  

• Most travel is within state of Florida and may include overnight.  

EQUAL EMPLOYMENT OPPORTUNITY 

Castle is an equal opportunity employer and prohibits discrimination and harassment of any kind. All employment decisions are based on qualifications, merit, and business needs, without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or any other protected status under federal, state, or local laws. 

DISCLAIMER 

This job description is intended to convey information essential to understanding the scope of the position and is not exhaustive. Duties, responsibilities, and activities may change or be supplemented at any time based on organizational needs. In addition, management has the right to change any portion of this job description at any time and for any reason.