Pension and Benefits Coordinator

Long Description

Pension and Benefits Coordinator

Summary

To coordinate the administration of employees' benefits, including Extended Health, Dental, Life Insurance, Group Registered Retirement Savings Plan (GRRSP), Employee Pension Plans (OMERS) and Accidental Death and Dismemberment (AD&D). Serves as the subject matter expert for HRIS benefits modules, providing guidance, troubleshooting, and system expertise to ensure accurate configuration and functionality.

You Will:

• Provide guidance and support for a variety of client inquiries.

• Interpret benefit policies and plans and provide information and guidance to supervisors and employees regarding employment standards and related collective agreement provisions as they relate to benefit and pension plans.

• Take appropriate action to direct or address escalated benefit issues; research, troubleshoot and provide timely resolution.

• Process all pension and benefit plan entries

• Conduct audits of the payroll system to ensure the accuracy of benefit deductions, employer premiums, and salary‑driven benefit changes processed through the HRIS system

• Investigate and correct employee benefit coverage or related benefit issues in the HRIS. Collaborate with the HRIS Functional Analyst and Consultant(s) to diagnose system issues and support testing and fixes.

• Coordinate and administer leaves of absence 

• Provide information to employees regarding their retirement entitlements, obligations and OMERS past service buy‑back quotes; process documentation

• Provide OMERS disability waiver education and administration to members who are on a WSIB or non‑occupational leave of absence.

• Calculate retired members’ dental premium coverage amounts to be sent to Regional Finance for invoicing.

• Implement and communicate existing policies/processes and provide input for revisions.

• Deliver and facilitate benefit education group sessions, including hosting benefit engagement forums, information sessions and events.

• Receive address changes and notify appropriate parties.

• Maintain an address list of retirees to provide to the Retired Members Association.

• Implement and maintain all aspects of the Group Registered Retirement Savings Plan (GRRSP) program including promotion, enrolment, payroll deductions and liaise with the GRRSP provider.

• Following collective agreement ratification, implement applicable changes into the HRIS and audit insurance carrier changes. Work in collaboration with the Manager and benefit provider to update benefit contracts in accordance with collective agreement changes.

• Import and audit benefit rate changes to ensure accurate application in the HRIS.

• Accountable for providing essential input for identifying and actively participating in continuous improvement initiatives within the established area of responsibility to support excellent customer service.

• Implement and maintain related statistical data and reporting.

• Responsible for reviewing metrics and taking action to ensure the standard is achieved or improved from the established standard.

• Document and maintain procedures and work instructions. Identify process improvements and assist in implementing any process changes. Perform regular audits to ensure accurate setup of pension and benefit plans.

• As requested by insurance companies and lawyers, access confidential information from employee files to complete documents used for legal purposes or court proceedings, in accordance with mandated timelines.

• Maintain file systems and perform other administrative duties as required.

• Work with the Manager to review and conduct benefit cost and activity metrics to identify trends and cost‑containment strategies.

• Provide backup support to the Abilities Management Coordinator during absences and periods of high workload, ensuring continuity and timely delivery of abilities management services.

• Perform other related duties as assigned.

You Have:

• Minimum 2 years’ experience performing pension and benefits administration.
• University degree in Human Resources, Business Administration, or related field.
• Knowledge of the practices, principles and procedures related to employee and benefit administration, pension programs and other benefit administrative functions.
• Experience administering the OMERS pension plan is considered an asset.
• Pension Plan Administration Certificate (PPAC) is considered an asset.
• Certified Employee Benefit Specialist Certificate (CEBS) is considered an asset.
• Comprehensive knowledge of benefits administration policies and procedures, including the Employment Standards Act, OMERS regulations, the Income Tax Act, WRPS collective agreements, and benefit provider provisions, with an understanding of pension and benefit coverage for retirees based on their date of retirement.
• Ability to reference Pension Benefits Act, OMERS Act and Employment Standards Act, including senior officer, uniform and civilian collective agreements, letters of understanding, group benefit entitlements, RRSP legislation, and benefit coverage issues, following clear instructions to provide information, process benefit claims and consistently perform data entry functions, complying with the Records Retention Schedule and the Municipal Freedom of Information & Protection of Privacy Act.
• Intermediate Microsoft Office skills with emphasis on Excel for data manipulation and analysis.
• Previous experience using software such as Adobe Acrobat and human resources information systems.
• Knowledge of time and attendance applications to inform members of projected accrual entitlements.
• Working knowledge of claims management processes and proactive administration of occupation and non-occupational claims is an asset.
• Knowledge of WRPS organizational structure, chain of command, branch functions and related paper flow processes.
• Exceptional organizational skills with the ability to prioritize, multi-task and meet tight time frames within a fast-paced environment.
• Strong attention to detail and accuracy in processing, auditing, and maintaining pension and benefits information.
• Prior related experience within a unionized environment is an asset.
• Analytical skills to identify issues and inefficiencies, examine large and/or incomplete data sets, draw conclusions, and make recommendations.
• Communication and presentation skills in order to develop and conduct information sessions, training, and presentations and to respond to inquiries from management and staff.
• Interpersonal and customer service skills to clearly and concisely provide explanations and information to police members and their family members in sensitive situations, by probing to obtain
  sufficient information to explain collective agreement benefit entitlements, while being mindful of privacy and access issues; to provide assistance to others; to draft routine correspondence; and to represent the police service in a positive, professional manner.

You Are:

• Able to meet police security clearance requirements.

• Able to maintain a high level of confidentiality of sensitive information and exercise discretion; maintain confidentiality of sensitive information.

• Able to participate as an effective team member and support project values compatible with the organization.

• Able to meet testing requirements for the position.

• Able to identify, resolve and troubleshoot employee benefit, contractual and computerized related discrepancies and issues.