Sr. Benefits Specialist
Capstone Mechanical, LP., Deerfield, IL, United States
The Senior Benefits Specialist is responsible for administering the company’s health, welfare, and retirement benefit programs. This role ensures accurate and compliant benefit plan operations, partners with and guides vendor partners on benefit plan administration and open enrollment activities and serves as the primary contact for employee benefit inquiries and complex issue resolution. The position leads continuous improvement efforts across benefit programs, driving automation, process efficiency, and compliance alignment across all benefit-related systems. The position also collaborates with Payroll, HRIS, and Finance to maintain data integrity, supports process improvements and automation initiatives, and conducts research and special projects to enhance efficiency, compliance, and the overall employee experience.
RESPONSIBILITIES
Administer group health, dental, vision, life, disability, FSA, HSA, and retirement plans, ensuring accurate funding, enrollments, changes, terminations and issue resolution. Collaborate with Finance to reconcile funding, allocations, and employer contributions; ensure timely corrections and accurate reporting. Serve as subject matter expert for employee and HR partner inquiries requiring advanced knowledge of plan design and compliance. Partner with vendors, Payroll, and HRIS to identify and resolve systemic data issues; lead automation and integration enhancements to improve accuracy and efficiency. Partnering with external vendor for annual open enrollment set-up, testing and launching, including document management by employee group, support with communication development, and system updates. Conduct benefit-related audits, including eligibility, funding, and data integrity across vendors and internal payroll systems. Maintain compliance with ERISA, ACA, HIPAA, COBRA, and other applicable laws and regulations. Prepare and review benefit-related reports for audits, discrimination testing, reconciliations and business unit needs. Support the implementation of new benefit programs, systems, and process improvements. Collaborate and educate payroll to ensure accurate benefits deductions and contributions. Assist in the development and/or execution of employee communication materials to promote understanding and engagement with benefits programs. Participate in benchmarking and market analysis to maintain competitive benefits offerings. Partner with HRIS and Finance to ensure data integrity and reporting consistency. Special projects:
Lead cross-functional efforts to implement and maintain benefit automation solutions, including 401(k) file feeds, spending account integrations, and other system-driven enhancements; collaborate with vendors, payroll, IT, and HRIS teams to ensure seamless execution and continuous improvement. Conduct benefits-related research and lead special projects that drive innovation, efficiency, and alignment with organizational goals.
MINIMUM AND/OR PREFERRED QUALIFICATIONS
EDUCATION
Bachelor’s degree in human resources, Business Administration, or a related field required. Equivalent combination of education and experience may be considered. EXPERIENCE
Minimum of 2-5 years of progressive experience in benefits administration or total rewards. Experience with HRIS and benefits administration platforms (e.g. ADP, UKG, PlanSource or similar) strongly preferred. Proven track record managing open enrollment and vendor relationships. Experience interpreting and applying benefits-related laws and regulations. CERTIFICATES, LICENSES, REGISTRATIONS
Certified Employee Benefits Specialist (CEBS), Professional in Human Resources (PHR), or SHRM-CP preferred. SKILL REQUIREMENTS
Deep understanding of employee benefits practices, laws, and compliance requirements. Strong analytical and problem-solving skills; ability to interpret data and identify trends. Excellent communication and interpersonal skills with an emphasis on customer service. Strong attention to detail and accuracy in data management. Ability to manage complex data sets and reconcile multiple system integrations (e.g., 401(k), HSA, and medical carriers). Demonstrated experience leading benefits process automation and reporting improvements. Ability to manage multiple priorities in a fast-paced environment. Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint) and HRIS/Benefit Enrollment systems. Ability to maintain confidentiality and exercise sound judgment in handling sensitive information. PHYSICAL DEMANDS
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. WORK ENVIRONMENT
This job operates in both an office and a field environment. Must be able to sit and/or stand for extended periods of time. REASONABLE ACCOMODATION
Reasonable accommodation will be made to enable individuals with disabilities to perform the essential job functions unless doing so presents an undue hardship on the Company’s business operations. OTHER DUTIES
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. Employees understand the above job description and agree to comply with and be subject to its conditions. Employee further agrees this job description does not alter his/her at-will employment status. Employees understand the Company reserves the right to delegate, remove, expand or change all responsibilities. Employees acknowledge that he/she can fulfill the above duties with or without reasonable accommodation. Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.
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Administer group health, dental, vision, life, disability, FSA, HSA, and retirement plans, ensuring accurate funding, enrollments, changes, terminations and issue resolution. Collaborate with Finance to reconcile funding, allocations, and employer contributions; ensure timely corrections and accurate reporting. Serve as subject matter expert for employee and HR partner inquiries requiring advanced knowledge of plan design and compliance. Partner with vendors, Payroll, and HRIS to identify and resolve systemic data issues; lead automation and integration enhancements to improve accuracy and efficiency. Partnering with external vendor for annual open enrollment set-up, testing and launching, including document management by employee group, support with communication development, and system updates. Conduct benefit-related audits, including eligibility, funding, and data integrity across vendors and internal payroll systems. Maintain compliance with ERISA, ACA, HIPAA, COBRA, and other applicable laws and regulations. Prepare and review benefit-related reports for audits, discrimination testing, reconciliations and business unit needs. Support the implementation of new benefit programs, systems, and process improvements. Collaborate and educate payroll to ensure accurate benefits deductions and contributions. Assist in the development and/or execution of employee communication materials to promote understanding and engagement with benefits programs. Participate in benchmarking and market analysis to maintain competitive benefits offerings. Partner with HRIS and Finance to ensure data integrity and reporting consistency. Special projects:
Lead cross-functional efforts to implement and maintain benefit automation solutions, including 401(k) file feeds, spending account integrations, and other system-driven enhancements; collaborate with vendors, payroll, IT, and HRIS teams to ensure seamless execution and continuous improvement. Conduct benefits-related research and lead special projects that drive innovation, efficiency, and alignment with organizational goals.
MINIMUM AND/OR PREFERRED QUALIFICATIONS
EDUCATION
Bachelor’s degree in human resources, Business Administration, or a related field required. Equivalent combination of education and experience may be considered. EXPERIENCE
Minimum of 2-5 years of progressive experience in benefits administration or total rewards. Experience with HRIS and benefits administration platforms (e.g. ADP, UKG, PlanSource or similar) strongly preferred. Proven track record managing open enrollment and vendor relationships. Experience interpreting and applying benefits-related laws and regulations. CERTIFICATES, LICENSES, REGISTRATIONS
Certified Employee Benefits Specialist (CEBS), Professional in Human Resources (PHR), or SHRM-CP preferred. SKILL REQUIREMENTS
Deep understanding of employee benefits practices, laws, and compliance requirements. Strong analytical and problem-solving skills; ability to interpret data and identify trends. Excellent communication and interpersonal skills with an emphasis on customer service. Strong attention to detail and accuracy in data management. Ability to manage complex data sets and reconcile multiple system integrations (e.g., 401(k), HSA, and medical carriers). Demonstrated experience leading benefits process automation and reporting improvements. Ability to manage multiple priorities in a fast-paced environment. Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint) and HRIS/Benefit Enrollment systems. Ability to maintain confidentiality and exercise sound judgment in handling sensitive information. PHYSICAL DEMANDS
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. WORK ENVIRONMENT
This job operates in both an office and a field environment. Must be able to sit and/or stand for extended periods of time. REASONABLE ACCOMODATION
Reasonable accommodation will be made to enable individuals with disabilities to perform the essential job functions unless doing so presents an undue hardship on the Company’s business operations. OTHER DUTIES
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. Employees understand the above job description and agree to comply with and be subject to its conditions. Employee further agrees this job description does not alter his/her at-will employment status. Employees understand the Company reserves the right to delegate, remove, expand or change all responsibilities. Employees acknowledge that he/she can fulfill the above duties with or without reasonable accommodation. Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.
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