Job Description

PAY GRADE: 30E

CONTEXT OF THE JOB:

Under the general direction of the Human Resources Benefits Director, the Retirement Specialist is responsible for administering retirement plan counseling and preparing related documentation for all categories of University employees. This role requires a high level of independent judgment to coordinate, plan, and execute employee retirements in compliance with University and State of Delaware policies.

The Retirement Specialist also serves as a subject matter expert in employee benefits programs and provides project management support for benefit-related initiatives. Responsibilities include advising employees and retirees on health benefits and retirement savings plans; developing and executing communication strategies for annual benefits projects and events; creating and editing informational materials and website content; and leading benefits workshops and seminars.

MAJOR RESPONSIBILITIES:

• Coordinate and deliver pre-retirement counseling and information to University employees. Provide advocacy and problem resolution for faculty and staff, advise on available benefits options, and retirement benefits. Guide employees through all retiree benefit options, assist with selecting individual benefit plans, and support the completion of all required documentation.
• Prepare faculty agreements; calculate faculty retirement separation payments and prepare required Payroll documents for payments.
• Review and manage the processing of pre-retirement documentation to ensure accurate and timely enrollment of benefits. Perform service calculations to determine eligibility and ensure that all benefits records are complete, accurate, and compliant with applicable regulations, University policies and procedures, and provider requirements.
• Interact with the State Pension Office and other State agencies regarding creditable service and payroll history for current and former University employees.
• Coordinate Open Enrollment for retirees, to include preparation and distribution of informational materials, and facilitation of information sessions.
• Manage the day-to-day administration and implementation of employee and retiree benefits programs, including medical, dental, vision, life, and disability coverage. Oversee the processing of retiree benefits in the HRIS system, vendor enrollments, ACH payments and returns, and Medicare-related programs such as TEFRA/DEFRA. Coordinate and ensure the accuracy of benefits billing, payments, and adjustments.  Ensure compliance with applicable policies, procedures, and program requirements across all benefits offerings.
• Oversee the daily administrative functions related to retirement savings: State Employee Pension Plan; 403(b) and 457(b) retirement plans, including reconciliation, payroll coordination, and audits.
• Review retirement savings vendor files. Evaluate and analyze data for accuracy. Troubleshoot and resolve file-related discrepancies.
• Oversee annual 403b True-up process and reconciliation.
• Ensure data integrity for various benefit programs and PeopleSoft data.
• Design, develop, and deliver educational programs for employees pertaining to the State Pension and retirement savings plans offered by the University. Develops and prepares general informational and instructional materials for retirees, such as manuals, brochures, and/or flyers. Interpret laws, rules, and regulations governing employee retirement and benefits programs.
• Keep apprised of federal and state laws and regulations governing retirement plans to ensure University compliance.
• Perform other job-related duties as assigned.

 QUALIFICATIONS:

• Bachelor’s degree in Business Administration, Human Resources, or other related field with four years of job-related experience, or equivalent combination of education and experience.
• Knowledge and experience administering benefits and retirement savings plans.  Payroll experience is strongly preferred.
• Knowledge of Medicare policies, regulations, processes, procedures, and documentation.
• Knowledge of federal and state retirement benefits regulations, policies, procedures, documentation, and guidelines.
• Knowledge of finance, accounting, and computerized information systems and applications.
• Account balancing and reconciling skills.
• Experience with PeopleSoft 9.2 or higher is preferred. Ability to manage employee data and maintain accurate records.
• Ability to gather data, compile information, and prepare reports.
• Ability to develop and deliver presentations.
• Proficiency in MS Office applications (Word, Excel, Access, PowerPoint) and Google applications.
• Strong reasoning, technical, and analytical skills.
• Ability to adapt effectively to changing environments and priorities.
• Skilled in exercising sound independent judgment to make administrative and procedural decisions on sensitive and confidential matters, with a strong ability to manage and communicate private information responsibly and with discretion.
• Ability to effectively and clearly communicate, both verbally and in writing, with diverse individuals and groups.
• Effective interpersonal skills.
• Ability to identify and coordinate the resolution of payroll problems and inaccuracies.
• Ability to resolve difficult customer service issues.
• Project management experience.
• Excellent organizational and time management skills with careful attention to detail.
• Ability to maintain confidentiality.
• Knowledge and understanding of a broad range of human resources administrative policies and procedures as applicable to a public university is strongly preferred.
• Ability to work independently and as part of a team within a dynamic environment.

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