Benefits Assistant - Human Resources

Saint Paul Public Schools offers a benefits focused role within the Benefits Team, onsite in Saint Paul, MN. The Benefits Assistant administers employee benefit programs, handles enrollment and compliance, protects data integrity, and coordinates with third party administrators, insurers, and internal departments. You will provide direct support to employees and retirees, drawing on strong customer service, data management, and benefits knowledge. This 12 month, full time position supports wellness initiatives and helps keep benefits operations running smoothly.

Responsibilities

• Serve as the first point of contact for benefit questions by phone, email, or in person, covering eligibility, eligible expenses, plan rules, retirement basics, workers compensation (including FROI), and leaves of absence.
• Manage the Benefits email box, ensuring timely follow up and accurate documentation.
• Escalate complex issues to other Benefits Team members or the Benefits Manager.
• Assist employees and retirees with access to benefits self service portals.
• Explain benefit plans in detail and help with enrollment, changes, qualifying life events, and required forms.
• Guide employees on benefit options and necessary documentation.
• Support new employee orientation and onboarding tasks.
• Coordinate annual open enrollment, including scheduling sessions, preparing materials, updating systems, and assisting with elections.
• Respond to questions during open enrollment and help resolve enrollment issues.
• Distribute notices, FAQs, and step by step guides.
• Send monthly enrollment reminders and post hire notices.
• Act as a liaison between employees and third party administrators to ensure proper claim service and payment.
• Assist with compliance related to COBRA, HIPAA, ACA, FMLA, Section 125, MN Paid Family Leave and other regulations.
• Prepare and distribute required notices.
• Conduct dependent eligibility verification and assist with periodic audits.
• Input and update employee benefit information in HRIS and vendor systems.
• Identify discrepancies and coordinate corrections with payroll, vendors, and employees.
• Audit quarterly claims reports provided by the third party administrator.
• Maintain instructions, templates, and correspondence for benefit processes.
• Coordinate with carriers, TPAs, brokers, and retirement plan providers to resolve issues.
• Collaborate with payroll to ensure accurate deductions, timely file feeds, and proper reporting.
• Research and provide supporting documentation for appeals, escalations, and compliance reviews.
• Provide backup support to other Benefits Team Members as needed.
• Maintain digital and physical benefit records in line with retention and audit requirements.
• Ensure accuracy, confidentiality, and completeness of benefit documentation.
• Process name and address changes, beneficiary updates, and termination paperwork including COBRA.
• Scan, file, and maintain benefits records.
• Identify process inefficiencies and recommend improvements.
• Monitor industry trends and regulatory changes to support program updates.
• Help develop new procedures, tools, and communications to enhance understanding and effectiveness.
• Support wellness program initiatives and vendor led onsite meetings.
• Provide professional, confidential, and responsive service to employees and retirees.
• Collaborate to maintain the benefits website and assist with general admin tasks.
• Support daily operational goals and team workflow, including phone coverage and information routing.

Requirements

• Associates degree or equivalent combination of education, training, or work experience.
• One year of experience in Human Resources; a bachelor’s degree may substitute for one year of experience.
• Bachelor's degree in Human Resources, Business Administration, Public Administration, or a related field.
• Experience with employee benefits in a public sector, unionized, or large multi plan environment.
• Experience with HRIS systems such as Workday, UKG, PeopleSoft, or similar platforms.
• Knowledge of federal and state regulations including COBRA, HIPAA, ACA, FMLA, Section 125, and MN Paid Family Leave.
• Experience with benefits billing, claims auditing, or payroll deduction reconciliation.
• Experience supporting open enrollment, new hire onboarding, or employee benefits communications.
• Strong customer service background supporting employees, retirees, or clients.
• Working knowledge of benefits administration for health, dental, vision, life, disability, retirement, flexible spending, and Section 125 plans.
• Knowledge of payroll processes and deduction workflows, including data collection, auditing, and reporting.
• Familiarity with HRIS platforms, vendor systems, and benefits self service portals, including data entry and reporting.
• Knowledge of confidentiality protocols and general HR administrative practices.
• Proficiency with Microsoft Office (Excel, Word, Outlook) and benefits administration software.
• Strong customer service skills, professionalism, empathy, and the ability to support employees at all levels.
• Excellent organization and time management, with the ability to manage multiple tasks and meet deadlines.
• Ability to prepare notices, templates, correspondence, and benefit materials accurately.
• Collaborative mindset, working effectively with payroll, HRIS, finance, vendors, and team members.
• Ability to interpret and explain benefits policies to employees, retirees, and internal partners.
• Commitment to confidentiality and handling sensitive information with discretion.
• Ability to learn new systems, processes, and regulations quickly and adapt to changes.
• Capability to provide clear guidance on benefits options, enrollment, and required documentation.
• Ability to work independently while knowing when to escalate issues.
• Strong data analysis skills to detect discrepancies and coordinate corrections.
• Experience managing high volume workloads during open enrollment, onboarding, and audits.
• Ability to build effective relationships with employees, retirees, vendors, and internal partners.
• Adaptability to evolving benefit programs and regulatory updates.

Technologies

• Workday
• UKG
• PeopleSoft
• Microsoft Office (Excel, Word, Outlook)
• HRIS systems and benefits administration software

Pay, Benefits and Work Schedule

This is a 12 month position working 40 hours per week onsite in Saint Paul, MN. The pay range is $24.32/hour to $30.08/hour. The maximum hiring step is 5. Full salary details are available in the CCEA contract at this link, and benefit information for this job is available at this link by selecting the CCEA - Full Time option.

How to Apply

To be considered, apply online and attach your resume and a cover letter. The Human Resources Department will review materials and contact you with next steps. To attach additional documents, use the Additional Attachments link on your applicant homepage and upload files in .doc, .txt, .rtf, or .pdf formats.

Other Information

• Transcript: Unofficial transcripts are accepted at hire; official transcripts are due within 30 days of start. International degrees require formal credential evaluation.
• Veterans Preference: Eligible veterans may submit a DD214 to receive five or ten additional points if the claim is approved.
• Background checks: All new hires and certain former employees will undergo a criminal background check and reference checks.

Equal Employment Opportunity

Saint Paul Public Schools is an equal opportunity employer and supports an inclusive workplace environment.

Equity Statement

SPPS is committed to an equitable workforce where equitable practices are represented in every job position.