Benefits Specialist
Spencer Fane LLP, Kansas City, MO, United States
LOCATION
Kansas City, MO (hybrid work environment with two days in office)
POSITION SUMMARY Under general direction, the Benefits Specialist supports the administration of the organization’s employee benefits programs and assists with the delivery of benefit services to employees. This role provides day-to-day operational support for benefit plans including health, dental, vision, life insurance, disability, retirement plans, flexible spending accounts, and wellness programs. The Benefits Specialist assists with benefits system maintenance within the Human Capital Management (HCM) platform, processes benefit enrollments and changes, coordinates with vendors and carriers, and supports compliance and reporting activities. The role also provides employee support related to benefits questions, enrollment processes, and benefit transitions while helping ensure accurate benefit data and timely program administration.
COMPENSATION At Spencer Fane, we carefully consider a wide range of factors when determining compensation, including but not limited to location, skillset, experience, training, licenses, certifications and other business or organizational needs. Compensation will be determined based on the above factors along with the requirements of the position. We expect the starting hourly rate to be between
$34.00 - $40.00 .
PRIMARY RESPONSIBILITIES Benefits Administration and Employee Support
Support the day-to-day administration of employee benefit programs including health, dental, vision, life insurance, disability, retirement plans, and wellness initiatives.
Process benefit enrollments, changes, qualifying life events (QLEs), and terminations within the HRIS/HCM system.
Provide benefits information and assistance to employees regarding eligibility, plan options, and enrollment procedures.
Send new hire benefit communications and assist employees with onboarding enrollments.
Provide termination communications and guidance regarding benefit transitions.
Respond to employee inquiries through the shared benefits inbox and assist in resolving routine benefit questions or issues.
Partner with brokers and insurance carriers to assist with resolving employee claim or eligibility issues.
Benefits Systems and Data Management
Assist with benefit plan setup and maintenance within the HCM system, including eligibility rules and enrollment events.
Maintain benefit-related data such as salary information for benefits tied to compensation.
Support carrier eligibility file transmissions and assist with resolving data discrepancies.
Perform periodic audits of benefit enrollments and records to ensure accuracy between HRIS, payroll, and vendor systems.
Compliance and Regulatory Support
Assist with benefits compliance activities in accordance with applicable regulations including ERISA, ACA, COBRA, and HIPAA.
Support preparation of Affordable Care Act reporting including Forms 1094 and 1095.
Assist with gathering information required for Form 5500 filings for health and welfare plans.
Support preparation and distribution of annual legal notices and required benefit communications.
Complete required Medicare documentation as requested.
Billing, Vendor, and Payroll Coordination
Review and reconcile monthly benefit invoices and administrative fees from carriers and vendors.
Coordinate with Accounting and Payroll to address billing discrepancies, employee premium adjustments, or no-pay situations.
Verify benefit changes are reflected correctly in payroll deductions and add payroll notes for adjustments related to benefit changes or leave-of-absence situations.
Assist with coordination between HR, payroll, vendors, and benefit carriers to support accurate benefits administration.
Open Enrollment and Program Support
Assist with coordination and execution of the annual open enrollment process including employee communications and enrollment tracking.
Support updates to benefit materials such as the annual benefits guide in partnership with the benefits broker.
Provide administrative support for wellness program initiatives, including the Spencer Fane Be Well wellness program.
Maintain benefit information and required postings on internal communication platforms such as SF Central.
Additional Responsibilities
Maintain benefits documentation and records in accordance with company policies.
Maintain working knowledge of company benefit programs and applicable benefits laws.
Participate in vendor or broker meetings as needed to support benefits administration.
QUALIFICATIONS
Education:
Minimum High School Degree Required.
EXPERIENCE, SKILLS & COMPETENCIES Experience Minimum of 3+ years experience in employee benefits administration, supporting the delivery and day-to-day administration of health and welfare benefit programs and retirement plans (e.g., 401(k)). Demonstrated experience managing benefit enrollments, life event changes, eligibility management, and responding to complex employee benefit inquiries. Experience coordinating with benefit vendors, third-party administrators, and internal stakeholders to ensure accurate benefit administration and issue resolution. Working knowledge of benefits operations within a corporate environment, including regulatory requirements such as ERISA, COBRA, ACA, and HIPAA. Experience utilizing HRIS/HCM platforms to administer benefit transactions, maintain eligibility and plan rules, and support payroll deduction alignment and reporting.
Technical Expertise Strong working knowledge of employee benefit programs, plan structures, and enrollment processes, including interpretation and application of plan documentation such as Summary Plan Descriptions (SPDs), plan amendments, and eligibility guidelines. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) with the ability to work with spreadsheets, perform data validation and reconciliation, and support benefits reporting. Experience reviewing and reconciling benefit enrollment data, payroll deductions, and vendor billing statements to ensure accuracy and compliance. Familiarity with benefits modules within HRIS/HCM systems and experience supporting benefits system updates, file feeds, and data audits is preferred.
Analytical & Problem-Solving Demonstrated ability to analyze benefit data, identify discrepancies, and resolve issues related to eligibility, enrollments, payroll deductions, and vendor data exchanges. Applies strong attention to detail when reviewing reports, eligibility files, and benefit transactions to ensure data integrity. Exercises sound judgment in evaluating issues and determining appropriate resolution paths, including escalation to vendors, management, or cross-functional partners when necessary. Supports root-cause identification and continuous improvement of benefits processes and data accuracy.
Communication & Collaboration Strong interpersonal and customer service skills with the ability to effectively communicate complex benefit information to employees, managers, and internal partners in a clear and professional manner. Supports the development and distribution of benefits communications including new hire benefits materials, open enrollment communications, and required regulatory notices. Partners collaboratively with HR team members, payroll, accounting, external vendors, and benefit carriers to support smooth benefits operations and ensure a positive employee experience.
SUPERVISORY RESPONSIBILITY None – This position does not have direct supervisory responsibility. The role operates as an individual contributor and requires effective collaboration with internal teams, external vendors, and benefits partners to support program administration and employee service.
WORKING CONDITIONS
Work performed primarily in an office or remote/virtual environment with regular interaction across HR, Payroll, Finance, and other internal partners.
Potential travel for training, vendor meetings, or onsite support during key benefits activities (e.g., open enrollment, audits, or employee education sessions).
Standard business hours apply; periodic evenings or weekends may be required during peak cycles such as annual enrollment, compliance deadlines, or system updates.
Fast-paced, deadline-driven environment requires adaptability, accuracy, strong attention to detail, and the ability to manage multiple priorities simultaneously.
PHYSICAL REQUIREMENTS
May sit, stand, or walk for extended periods while performing daily responsibilities, including data review and system work.
Regular use of computers, keyboards, and other standard office equipment requires repetitive motions such as typing and data entry.
Occasionally lifts, carries, or moves office materials, files, or supplies typically weighing up to 10 pounds.
Periodically bends, stoops, or reaches to access file storage or office equipment.
Must maintain sufficient visual acuity and auditory capacity to review detailed data, operate computer systems, and communicate effectively with employees and external partners.
DISCLAIMER The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required of personnel so classified.
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POSITION SUMMARY Under general direction, the Benefits Specialist supports the administration of the organization’s employee benefits programs and assists with the delivery of benefit services to employees. This role provides day-to-day operational support for benefit plans including health, dental, vision, life insurance, disability, retirement plans, flexible spending accounts, and wellness programs. The Benefits Specialist assists with benefits system maintenance within the Human Capital Management (HCM) platform, processes benefit enrollments and changes, coordinates with vendors and carriers, and supports compliance and reporting activities. The role also provides employee support related to benefits questions, enrollment processes, and benefit transitions while helping ensure accurate benefit data and timely program administration.
COMPENSATION At Spencer Fane, we carefully consider a wide range of factors when determining compensation, including but not limited to location, skillset, experience, training, licenses, certifications and other business or organizational needs. Compensation will be determined based on the above factors along with the requirements of the position. We expect the starting hourly rate to be between
$34.00 - $40.00 .
PRIMARY RESPONSIBILITIES Benefits Administration and Employee Support
Support the day-to-day administration of employee benefit programs including health, dental, vision, life insurance, disability, retirement plans, and wellness initiatives.
Process benefit enrollments, changes, qualifying life events (QLEs), and terminations within the HRIS/HCM system.
Provide benefits information and assistance to employees regarding eligibility, plan options, and enrollment procedures.
Send new hire benefit communications and assist employees with onboarding enrollments.
Provide termination communications and guidance regarding benefit transitions.
Respond to employee inquiries through the shared benefits inbox and assist in resolving routine benefit questions or issues.
Partner with brokers and insurance carriers to assist with resolving employee claim or eligibility issues.
Benefits Systems and Data Management
Assist with benefit plan setup and maintenance within the HCM system, including eligibility rules and enrollment events.
Maintain benefit-related data such as salary information for benefits tied to compensation.
Support carrier eligibility file transmissions and assist with resolving data discrepancies.
Perform periodic audits of benefit enrollments and records to ensure accuracy between HRIS, payroll, and vendor systems.
Compliance and Regulatory Support
Assist with benefits compliance activities in accordance with applicable regulations including ERISA, ACA, COBRA, and HIPAA.
Support preparation of Affordable Care Act reporting including Forms 1094 and 1095.
Assist with gathering information required for Form 5500 filings for health and welfare plans.
Support preparation and distribution of annual legal notices and required benefit communications.
Complete required Medicare documentation as requested.
Billing, Vendor, and Payroll Coordination
Review and reconcile monthly benefit invoices and administrative fees from carriers and vendors.
Coordinate with Accounting and Payroll to address billing discrepancies, employee premium adjustments, or no-pay situations.
Verify benefit changes are reflected correctly in payroll deductions and add payroll notes for adjustments related to benefit changes or leave-of-absence situations.
Assist with coordination between HR, payroll, vendors, and benefit carriers to support accurate benefits administration.
Open Enrollment and Program Support
Assist with coordination and execution of the annual open enrollment process including employee communications and enrollment tracking.
Support updates to benefit materials such as the annual benefits guide in partnership with the benefits broker.
Provide administrative support for wellness program initiatives, including the Spencer Fane Be Well wellness program.
Maintain benefit information and required postings on internal communication platforms such as SF Central.
Additional Responsibilities
Maintain benefits documentation and records in accordance with company policies.
Maintain working knowledge of company benefit programs and applicable benefits laws.
Participate in vendor or broker meetings as needed to support benefits administration.
QUALIFICATIONS
Education:
Minimum High School Degree Required.
EXPERIENCE, SKILLS & COMPETENCIES Experience Minimum of 3+ years experience in employee benefits administration, supporting the delivery and day-to-day administration of health and welfare benefit programs and retirement plans (e.g., 401(k)). Demonstrated experience managing benefit enrollments, life event changes, eligibility management, and responding to complex employee benefit inquiries. Experience coordinating with benefit vendors, third-party administrators, and internal stakeholders to ensure accurate benefit administration and issue resolution. Working knowledge of benefits operations within a corporate environment, including regulatory requirements such as ERISA, COBRA, ACA, and HIPAA. Experience utilizing HRIS/HCM platforms to administer benefit transactions, maintain eligibility and plan rules, and support payroll deduction alignment and reporting.
Technical Expertise Strong working knowledge of employee benefit programs, plan structures, and enrollment processes, including interpretation and application of plan documentation such as Summary Plan Descriptions (SPDs), plan amendments, and eligibility guidelines. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) with the ability to work with spreadsheets, perform data validation and reconciliation, and support benefits reporting. Experience reviewing and reconciling benefit enrollment data, payroll deductions, and vendor billing statements to ensure accuracy and compliance. Familiarity with benefits modules within HRIS/HCM systems and experience supporting benefits system updates, file feeds, and data audits is preferred.
Analytical & Problem-Solving Demonstrated ability to analyze benefit data, identify discrepancies, and resolve issues related to eligibility, enrollments, payroll deductions, and vendor data exchanges. Applies strong attention to detail when reviewing reports, eligibility files, and benefit transactions to ensure data integrity. Exercises sound judgment in evaluating issues and determining appropriate resolution paths, including escalation to vendors, management, or cross-functional partners when necessary. Supports root-cause identification and continuous improvement of benefits processes and data accuracy.
Communication & Collaboration Strong interpersonal and customer service skills with the ability to effectively communicate complex benefit information to employees, managers, and internal partners in a clear and professional manner. Supports the development and distribution of benefits communications including new hire benefits materials, open enrollment communications, and required regulatory notices. Partners collaboratively with HR team members, payroll, accounting, external vendors, and benefit carriers to support smooth benefits operations and ensure a positive employee experience.
SUPERVISORY RESPONSIBILITY None – This position does not have direct supervisory responsibility. The role operates as an individual contributor and requires effective collaboration with internal teams, external vendors, and benefits partners to support program administration and employee service.
WORKING CONDITIONS
Work performed primarily in an office or remote/virtual environment with regular interaction across HR, Payroll, Finance, and other internal partners.
Potential travel for training, vendor meetings, or onsite support during key benefits activities (e.g., open enrollment, audits, or employee education sessions).
Standard business hours apply; periodic evenings or weekends may be required during peak cycles such as annual enrollment, compliance deadlines, or system updates.
Fast-paced, deadline-driven environment requires adaptability, accuracy, strong attention to detail, and the ability to manage multiple priorities simultaneously.
PHYSICAL REQUIREMENTS
May sit, stand, or walk for extended periods while performing daily responsibilities, including data review and system work.
Regular use of computers, keyboards, and other standard office equipment requires repetitive motions such as typing and data entry.
Occasionally lifts, carries, or moves office materials, files, or supplies typically weighing up to 10 pounds.
Periodically bends, stoops, or reaches to access file storage or office equipment.
Must maintain sufficient visual acuity and auditory capacity to review detailed data, operate computer systems, and communicate effectively with employees and external partners.
DISCLAIMER The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required of personnel so classified.
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