Benefits Service Representative

About the position

The Benefits Service Representative position at the County of Ventura is a vital role within the County Executive Office, specifically in the Human Resources Division. This position serves as the primary point of contact for all County employees regarding their benefits, including medical, dental, vision, and life insurance plans. Under general supervision, the representative will provide para-professional personnel services, which include resolving issues and providing information related to various employee benefits. The role requires maintaining accurate records, producing necessary documents, and processing data related to employee benefits. The ideal candidate will demonstrate strong organizational, interpersonal, and communication skills, with the ability to adapt to changing work conditions and exercise independent judgment. Excellent customer service skills are essential, as the representative will interact with employees, departmental representatives, and outside vendors in a fast-paced environment. Experience in benefits administration for a large organization is highly desired, along with knowledge of relevant plan documents, contracts, and regulations governing benefit programs. Familiarity with automated human resources and payroll systems, such as the Ventura County Human Resources and Payroll system (VCHRP), is also preferred. The representative will be responsible for answering inquiries from employees and departmental representatives, assisting with the annual open enrollment project, determining employee eligibility for benefits, and maintaining the County Benefit website. Additionally, the role involves performing system administration tasks, creating materials for employee orientations, and ensuring compliance with regulations governing benefit programs. The representative may also deliver presentations to various audiences and will be expected to handle other related duties as required.

Responsibilities

• Answer questions from and provide information and assistance to departmental representatives and current County employees regarding health and welfare plans, including medical, dental, and vision plans, and assist former employees regarding Cobra.
• Serve as critical front-line support and primary contact for high-priority annual open enrollment project spanning October through January.
• Organize and maintain electronic benefit folders and/or database.
• Reference Memorandums of Agreement, plan documents, tax laws, rules, and/or regulations to determine employee eligibility; explain to employees their eligibility for benefits based on full-time or part-time status.
• Resolve problems related to healthcare plans in conjunction with plan vendors to correct processing requests for discrepancies in eligibility and enrollment status.
• Perform system administration in VCHRP including the entry and processing of information, running biweekly reports and queries, reviewing results, including analyzing, researching, and resolving issues and exceptions which may arise.
• Create materials in preparation for annual Open Enrollment, New Employee Orientation, and Special Open Enrollments for distribution to employees; revise applications, forms, and plan materials to reflect changes to regulations, plan benefits, vendor changes, and other updates throughout the plan year.
• Determine employee and dependent eligibility for various benefit plans.
• Interact with employees, departmental representatives, outside vendors, and County support agencies through e-mail, phone, and in person in a fast-paced environment.
• Independently research and interpret multiple plan documents, contracts, rules, and regulations governing benefit programs to ensure compliance; confer with management when necessary.
• Review reports to verify employee information, including monthly reports from plan vendors and biweekly leave reports.
• Maintain and update the County Benefit website with revised forms and resources.
• Provide audited eligibility and protected data to health plan providers securely in accordance with HIPAA requirements.
• May deliver presentations to small and large audiences.
• Perform other related duties and projects as required.

Requirements

• Any combination of education and/or experience which has led to the acquisition of the required knowledge, skills, and abilities, typically obtained through: Personnel Assistant: two (2) years of experience in a combination of human resources and benefits administration; Personnel Analyst I: three (3) years of experience in a combination of human resources and benefits administration.
• Experience establishing and maintaining effective working relationships with co-workers, employees at all levels within an organization, and the general public.
• Excellent written communication skills must be demonstrated in the completion of the employment application and supplemental questionnaire.

Nice-to-haves

• Experience working for a government or public sector office.
• Experience assisting with benefits administration for a large organization.
• Using electronic databases to maintain and file records.
• Some knowledge of plan documents, contract, and rules and regulations governing benefit programs (i.e., Sec 125 IRS Cafeteria Plan, Memorandum's of Agreement).
• Experience with system administration in a major automated human resources/payroll system such as VCHRP is highly desired.

Benefits

• General Salary Increase - 3.5% increase effective December 22, 2024.
• Educational Incentive - 2.5% for completion of an associate's degree, 3.5% for completion of a bachelor's degree, OR 5% for completion of a graduate's degree.
• Bilingual Incentive - eligibility based on operational needs and certification skills.
• Annual Leave - 208 hours per year, increasing to 288 hours after 5 years of service.
• Annual Leave Redemption - ability to redeem up to 100 hours of Annual Leave per year after using 80 hours in the preceding twelve months.
• Deferred Compensation - eligible to participate in the County's 401(k) Shared Savings Plan and/or the Section 457 Plan with up to a 3% match on 401(k) contributions.
• Health Plans - flexible credit allowance for purchasing medical, dental, and/or vision insurance.
• Flexible Spending Accounts - choice of participation in the Flexible Spending Accounts for IRS approved dependent care and health care expenses.
• Pension Plan - contributions to the County's Retirement Plan and to Social Security, with potential reciprocity with other public retirement systems.
• Holidays - 12 paid days per year including a scheduled floating holiday.