Job Description

Benefits Manager - 401k Administration

Position Summary:

The Benefits Manager, reporting to the Sr. Director of HR Operations, is responsible for overseeing and managing the organization's employee benefits programs. This includes the day-to-day operations of 401(k) and other retirement plans, group health insurance, life and other voluntary insurance, wellness programs, and other related benefits. The Benefits Manager ensures that these programs are effectively administered, compliant with regulations, and aligned with the organization's goals. They also work to enhance employee satisfaction and retention through comprehensive benefits offerings.

Essential Job Functions include:

• 401 (k) Plan Administration: (60% time)
• Ensure administration of Company-sponsored 401(k) plans in compliance with all legal and regulatory requirements.
• Serve as an advisor and adjunct member of the 401(k) Committee, ensuring the Committee is fully informed on all compliance updates and/or issues.
• Perform weekly reviews and reconciliations of the 401(k) contribution files and coordinate with payroll for the wire transfer of funds to the Trustee.
• Coordinate with payroll for timely and accurate submission of weekly 401(k) plan contributions and loan files and off-cycle Payroll contributions to Recordkeeper/Trustee; jointly responsible for ensuring timely and accurate funding transfers.
• Assist with the preparation of contribution calculations and allocations, including but not limited to the employer match, profit sharing, etc.
• Receive and reconcile invoices from service providers; process and submit timely payment requests.
• Conduct a semi-annual review of all qualified plan data in coordination with the plans' recordkeeper/trustee/TPA.
• Work with TPA to perform (or ensure the performance of) annual testing, including ADP/ACP; coverage; non-discrimination, including cross-testing, etc.
• Prepare, review, and submit data files and internal reporting for 401(k) Plans’ Form 5500 filings, annual compliance testing, and year-end data collection.
• Coordinate data collection and provide accurate and timely responses to external audit firms for the completion of the audited financial statements included with the 401(k) plans’ annual Form 5500 filings.
• Review census data for purposes of eligibility and vesting determinations per the plan provisions.
• Ensure timely and accurate submissions of Form 5500 and required Schedules.
• Ensure plan documents are current and accurate for each plan and filed/communicated appropriately throughout the year; provides plan interpretation and understanding.
• Draft written communications to employees regarding 401(k) plans and 401(k) events; Coordinate annual 401(k) education meetings, in-person and virtual, with Field HR and Recordkeeper/Trustee.

• Benefits Administration: (40% time)
• Oversee employee benefits programs, including health insurance, retirement plans, and wellness initiatives.
• Direct and oversee the benefit enrollment process for new hires, QLEs, and the annual open enrollment.
• Serve as the primary contact for plan vendors and third-party administrators, coordinating data transfer and services.
• Ensure compliance with federal, state, and local laws, including ERISA, the Affordable Care Act, and the Internal Revenue Code.
• Maintain administrative procedures for benefits processes, ensuring compliance with applicable regulations.
• Oversee the reconciliation of monthly billing and investigate discrepancies.
• Prepare reports and analytics on benefits utilization.
• Analyze current benefits programs, including cost, coverage, and competitive trends, and identify potential improvements or cost changes.
• Collaborate with senior leadership to align the total rewards strategy with organizational goals and workforce planning.
• Create communication tools to educate employees about benefit programs and provide guidance for managers to effectively share these offerings with their teams.
• Assess employee feedback and engagement surveys to enhance total rewards programs and improve employee satisfaction and retention.

Qualifications:

• Bachelor's degree or equivalent in human resources, business, or a related field. Advanced degree is preferred.
• Minimum of five (5) years of progressive experience in managing employee benefits administration, including at least three (3) years of progressive experience in 401(k) plan administration.
• One or more of the following certifications: Certified Employee Benefit Specialist (CEBS), Certified Benefits Professional (CBP), Health and Welfare Plan Compliance Certification (HWCC), Certified Health Insurance Executive (CHIE), Professional in Human Resources (PHR), Senior Professional in Human Resources (SPHR), and/or Society for Human Resource Management (SHRM) certification.
• ASPPA designations (QKA, QPA, CPC) are a plus.
• Strong knowledge of all pertinent federal and state regulations, filing, and compliance requirements affecting employee benefits programs, including Employee Retirement Income Security Act (ERISA), Consolidated Omnibus Budget Reconciliation Act (COBRA), Internal Revenue Code (IRC), Affordable Care Act (ACA), Health Insurance Portability and Accountability Act (HIPAA), Family Medical Leave Act (FMLA), Americans with Disabilities Act (ADA), Section 125, Medicare, Medicaid, and Social Security.
• In-depth understanding of ERISA provisions, including fiduciary responsibilities, reporting and disclosure requirements, and participant rights.
• Commitment to ongoing education and staying updated with regulations and legal requirements changes through workshops, seminars, and courses.
• Comprehensive knowledge and understanding of retirement plans and record-keeping platforms.
• In-depth experience in review and processing of payroll data and contribution remittance/feedback files.
• Experience with HR Information Systems and HCM software to conduct quantitative and qualitative research.
• Excellent project management, time management, and organizational skills.
• Strong communication, listening, presentation, and computer/software skills.
• Ability to work extended hours, including weekends, and travel locally as needed to support business needs.
• Bilingual in English and Spanish is preferred.

Physical/Environmental Demands:

• Seeing, hearing, and smelling continuously.
• Sitting, standing, and walking frequently.
• Handling (holding), balancing, bending, crouching, kneeling, pushing, & reaching occasionally.
• Exposure to dust, smoke, fumes, odors, noise, grease, oil, hot/cold temperatures, and vibration frequently.
• Exposure to electrical hazards, chemicals, standing on concrete, and uneven or slippery surfaces occasionally.
• Works primarily in an office setting but may work outdoors on occasion.
• Ability to perform the physical requirements of the position with or without reasonable accommodations.

Benefits:

• Comprehensive benefit package Medical, Dental, Vision
• 401K, Profit Sharing, Company Match
• Employee Assistance Program
• Life Insurance
• Paid Vacation and Sick Time
• Recognition programs
• Professional development learning

Athens will consider for employment qualified applicants with criminal histories in a manner consistent with the requirements of the Los Angeles Fair Chance Initiative for Hiring Ordinance and any other applicable state, federal or local laws. EEO/M/F/disability/veteran

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