Benefits Coordinator & Finance Office Associate

Work Schedule:  8 hours per day; Monday through Friday; 12-month position – EXEMPT Administration Position

Job Summary:  

The Benefits Coordinator & Finance Office Associate serves a dual role, managing employee benefits programs while supporting various functions within the business office. This position includes cross-training in payroll, accounts payable, and other administrative tasks to provide backup support as needed. Responsibilities also include ensuring compliance with ACA 1095 reporting requirements. The role involves close collaboration with both the HR and Finance teams to promote efficient operations and regulatory compliance.

Main Job Tasks and Responsibilities

• Serve as a primary point of contact for employees regarding benefits inquiries, claims, coverage options, and general support.
• Administer and coordinate all active and retired employee benefit programs, including health, dental, vision, FSA, accident and disability insurance, life insurance, 403(b), and retirement plans.
• Maintain accurate and up-to-date benefits documentation, databases, and financial system entries, ensuring data integrity and compliance.
• Facilitate and organize the annual open enrollment process, explaining benefit options and assisting employees in making informed decisions.
• Ensure compliance with Affordable Care Act (ACA) regulations, including the accurate preparation, review, and submission of ACA 1095 reports.
• Manage benefits processing, including enrollments, changes, terminations, claims, and disability issues in a timely and efficient manner.
• Calculate and verify monthly insurance premiums, staff annuities, and reconcile employee deductions with vendor invoices.
• Prepare and review deduction schedules to ensure accurate and timely payroll deductions for benefits.
• Process retiree bridge and severance information for the Finance Department; coordinate annuity contributions annually.
• Coordinate COBRA administration and follow-up; collaborate with HR on related procedures and communications.
• Support and coordinate INPRS (PERF/TRF) retirement plan administration and liaise with the third-party administrator.
• Provide requested documentation and data for internal and external audits related to benefits and finance.
• Ensure all benefit plan documents, including 403(b) annual notices, summary plan descriptions, brochures, and related materials, are accurate and accessible on the district website.
• Stay informed on updates to benefits laws, ACA requirements, and industry best practices to ensure compliance and program effectiveness.
• Collaborate with HR, Finance, and other departments to align benefits programs with organizational goals and policies.
• Cross-train in payroll, accounts payable, and other business office functions to provide backup support as needed.
• Maintain confidentiality in compliance with district, state, and federal policies.
• Perform other duties as assigned by supervisor.

Education and Experience

• Bachelor’s or Associate’s degree in a related field (e.g., Finance, Accounting, Business Administration, Human Resources) preferred.
• Two to five years of experience in payroll and employee benefits, preferably in a medium to large organization.
• Solid understanding of applicable state and federal wage and hour laws affecting payroll and employee benefit programs.
• Familiarity with payroll taxes, fringe benefits, and compensation-related laws and concepts.
• Strong oral and written communication skills required.
• Proficiency in Microsoft Office applications required.
• Ability to work both independently and collaboratively within a team environment.
• Strong multitasking and time management skills.
• Experience with complex insurance structures required.

PHYSICAL REQUIREMENTS:

The physical demands here are representative of those that must be met by the employee to perform the essential duties and responsibilities of the position successfully. Reasonable accommodations may be made to enable individuals with

disabilities to perform the essential functions.

The position requires frequent changes in sitting, standing and walking throughout the day. The employee may also need to do frequent bending and/or kneeling. The employee must frequently speak and hear as well as utilize the telephone and computer. The position requires lifting and carrying up to 25 pounds, such as boxes of files or office supplies, at times, for short distances.  This position requires prolonged periods of computer work, including data entry and keyboarding.  Manual dexterity and the ability to use office equipment, including keyboards, printers, and copiers are essential.  Good vision, with or without correction, is required for reading documents and computer screens. The ability to communicate effectively, both verbally and in writing, is also a key component of the role.

Salary and Benefits

Payment Type:  Commensurate with degree and related experience

Benefits:  Staff and Administrator Handbook

The Michigan City Area Schools does not discriminate on the basis of the Protected Classes of race, color, national origin, sex (including transgender status, sexual orientation and gender identity), disability, age, religion, military status, ancestry, or genetic information, which are classes protected by Federal and/or State law (collectively, "Protected Classes"). This includes the Corporation's employment opportunities, programs, and/or activities, or, if initially occurring off Corporation grounds or outside the Corporation's employment opportunities, programs and activities, affecting the Corporation's environment. For further information, clarification, or complaint, please contact the MCAS School Administration, 408 S. Carroll Avenue, Michigan City, Indiana 46360 at (219) 873-2000 for Title IX (gender equity related issues); or Special Education Director , 408 S. Carroll Avenue, Michigan City, Indiana 46360 at (219) 873-2000 for Section 504 (non-discrimination/disability issues and Americans with Disabilities). Any other information concerning the above policies may be obtained by contacting the Superintendent, Dr.Wendel McCollum, 408 S. Carroll Ave., Michigan City, Indiana 46360 at (219) 873-2000.