Pension and Benefits Coordinator

BASIC FUNCTION

Reporting to the Payroll Manager, the Pension and Benefits Coordinator is responsible for the day-to-day administration of pension and benefits. Duties include, but are not limited to, enrolling eligible employees, making changes to records, terminating employees in the pension and benefits plans, maintaining accurate records of all related information, remitting payments to OMERS and the benefits carrier (including balancing/reconciling reports), and ensuring benefit claims are managed and monitored in an accurate and timely manner. The Pension and Benefits Coordinator is responsible for maintaining current reference materials relating to benefits and OMERS and distributing it to eligible employees whenever changes occur. The Pension and Benefits Coordinator prepares payroll change notices relating to pension and benefits and calculates employee benefit deductions for payroll purposes to ensure all rates are kept current.

PRINCIPAL RESPONSIBILITIES

OMERS Pension Administration:

• Utilize OMERS e-access for enrollments, terminations, changes, notices of disability, pension estimates, buy backs, etc.
• Process OMERS leave periods (broken service) quarterly and ensure that all leaves are completed by mid-January for year-end reconciliation.
• Reconcile employee pension contributions from payroll and remit payments to OMERS on the second last business day of each month.
• Complete the OMERS 119 annual reconciliation by a deadline to be determined by the Payroll Manager and deal with any “exceptions” as soon as they are received back from OMERS.

Benefits Administration:

• Administer the online benefits system including process benefits, enrollments, terminations, changes, update benefit rates in payroll system, and benefit premium tracking spreadsheet for Extended Health Care, Dental, Long-Term Disability, and Group Life.
• Audit benefit statements against the payroll system monthly to reconcile and ensure accuracy in plan enrollment.
• Calculate benefits premium payments for employees on leaves and for early retirees; maintain bi-weekly pre-authorized benefit payment plan to ensure premiums are paid in a timely manner as required.

Payroll:

• Prepare change notices and calculations for all pension and benefits related payroll changes, ensuring changes are completed in a timely manner and deadline requirements are met.

Employee Support:

• Assist employees with concerns and/or questions regarding pensions, benefits and payroll; resolve/correct issues as required and record adjustments for record keeping.
• Meet with prospective retirees and ensure payroll, pension and benefit paperwork is completed for a smooth transition into retirement. Prepare gift payments, vacation estimates, and benefit premium payments for early retirees.

MINIMUM QUALIFICATIONS

• Two-year college diploma in business, accounting, human resources or a related field; courses in payroll and benefits is preferred.
• Minimum five years of experience or equivalent processing pension and benefits, preferably in a municipal setting; experience processing payroll is an asset.
• Knowledge of the Pension and Benefits Act, Employment Standards Act and OMERS regulations.
• Excellent knowledge of accounting principles and practices as they apply to performing pension and benefits functions.
• Excellent working knowledge of Microsoft Office Suite; strong knowledge of Excel.
• Working knowledge of both payroll software applications and Human Resources Information Systems (HRIS); experience working with JD Edwards, SAP Success Factors and Kronos is an asset.
• Knowledge of online benefits administration and OMERS e-access is an asset.
• Strong attention to detail and database auditing experience.
• Excellent customer service and communication skills, including the ability to handle sensitive information in a confidential manner.
• Flexibility of location may be required (ability to arrange/ensure transportation occasionally); compensation for travel to non-regular worksite locations is reimbursed in accordance with mileage reimbursement policy provisions.