Senior Benefits Specialist The Senior Benefits Specialist supports the oversight and administration of compliance functions related to the company's PEO Master Benefit Plans. This role serves as a key subject matter resource for internal teams — including Benefits Administration and other departments that engage directly with clients — on complex regulatory and compliance matters, including the Affordable Care Act (ACA), Form 5500 filings, Medicare Part D Creditable Coverage reporting, state-level filings such as Massachusetts HIRD, ERISA, and other federal and state benefit compliance requirements. This position is not client-facing and does not handle direct client phone calls; instead, it provides research, guidance, and documentation support to the teams that speak with clients on these topics. The Senior Compliance Specialist brings a positive, energetic, and collaborative approach to their work, along with a genuine passion for compliance excellence and helping internal partners deliver accurate, confident guidance to clients.
Essential Duties and Responsibilities:
Monitor and ensure ongoing compliance with the Affordable Care Act (ACA), including employer shared responsibility provisions and annual 1094-C/1095-C reporting, for the company's PEO Master Plans. Prepare, review, and file Form 5500 annual reports for master benefit plans, coordinating with third-party administrators, auditors, and internal stakeholders as needed. Track and interpret federal and state benefit compliance requirements, including ERISA, COBRA, and HIPAA, and communicate necessary plan or process updates to relevant teams. Complete Medicare Part D Creditable Coverage disclosures and related CMS reporting requirements. Manage state-specific compliance filings, including Massachusetts HIRD (Health Insurance Responsibility Disclosure) reporting and similar requirements in other applicable jurisdictions. Serve as the primary compliance subject matter expert supporting Benefits Administration and other departments that communicate directly with clients on compliance-related topics. Research and respond to internal escalations involving complex compliance questions, providing guidance and documentation to client-facing teams rather than handling client calls directly. Assist with developing, maintaining, and updating compliance-related documentation, including SOPs, FAQs, compliance calendars, and process guides. Train and mentor team members on compliance requirements, processes, and best practices to support consistency and audit readiness. Participate in special projects and initiatives related to benefits compliance as assigned by leadership, contributing subject matter expertise and operational support. Monitor legislative and regulatory changes affecting PEO Master Plans and proactively communicate potential impacts to leadership and relevant departments. Liaise directly with insurance carriers, vendors, and legal counsel to resolve plan-specific compliance questions and support issue resolution. Perform periodic audits of benefit plan compliance data and documentation to identify and correct discrepancies. Generate compliance-related reports from Prism and respond to internal or external audit requests. Support open enrollment and plan renewal processes by reviewing plan documents, Summary Plan Descriptions (SPDs), and amendments for compliance accuracy. Regular, on-site attendance is an essential job function due to the need for secure access to systems, collaboration on sensitive compliance matters, participation in operational meetings, and hands-on involvement in activities that cannot be performed remotely without compromising security, efficiency, or effectiveness. Marginal Functions: Build, maintain, and promote relationships with team members, peers across disciplines, and other company team members, ensuring effective coordination of communications and services affecting clients and internal partners. Attend webinars and training sessions to stay current on regulatory changes and best practices related to benefits compliance. Perform additional duties and special projects assigned in support of the Benefits function. Knowledge, Skills, and Abilities: Strong working knowledge of ACA, ERISA, HIRD, Medicare Part D, and Form 5500 filing requirements. Analytical and regulatory research skills, with the ability to translate complex requirements into practical guidance. A positive, energetic, and collaborative style that brings genuine passion and enthusiasm to compliance work and cross-team partnerships. Ability to communicate complex compliance information clearly and professionally through polished written materials and effective internal presentations. Customer-service mindset in a non-client-facing capacity, supporting internal teams who serve clients directly. Management Skills, Organizational Skills, Teamwork, Enthusiasm, Willingness to Learn, Flexibility, Proactive, Decisive.
Required Education & Experience:
Bachelor's degree or equivalent combination of 2-4 years of benefits compliance experience (e.g., ACA reporting, Form 5500 filings, ERISA, or related regulatory work), skills, education (including other relevant non-traditional degree programs, certifications, or job training programs) preferred. Physical, Mental, & Communication Demands:
Physical Demands:- Sedentary Work: Occasionally involves sitting for extended periods, often at a desk or computer.
- Manual Dexterity: Frequent use of hands and fingers to operate a computer keyboard, mouse, and other office equipment.
- Mobility: Occasionally walking or traversing throughout the office to meet with leaders and other employees.
- Visual Acuity: Ability to read and analyze data on a computer screen (or to read and analyze data with reasonable accommodation) and in printed materials.
- Lifting & Carrying: Minimal physical lifting required, but may involve handling documents and lifting light office supplies.
- Mental Demands:
- Strategic Thinking: Applies strong analytical and regulatory knowledge to support the development, evaluation, and improvement of benefits compliance processes, ensuring alignment with organizational needs and legal requirements.
- Decision Making: Makes well-informed decisions by analyzing compliance data, regulatory requirements, and filing deadlines to support accurate and timely plan administration.
- Attention to Detail: Maintains a high level of accuracy when interpreting regulations, processing compliance filings, and preparing reports.
- Problem-Solving: Proactively identifies and resolves compliance-related issues, ensuring accurate plan administration and support for internal partners.
- Multitasking: Manages multiple compliance filings, deadlines, and projects simultaneously, often under tight regulatory timelines.
- Stress Management: Ability to handle high-pressure, deadline-driven situations calmly and effectively, especially around regulatory filing periods.
- Communication Demands:
- Interpersonal Skills: Strong ability to build relationships and communicate effectively with internal teams, managers, and external vendors, bringing a positive and collaborative energy to every interaction.
- Cultural Sensitivity: Communicate with individuals from diverse cultural backgrounds, demonstrating cultural awareness and sensitivity.
- Written Communication: Prepare clear, accurate, and concise compliance documentation, including emails, filings, and notes.
- Verbal Communication: Provide clear guidance and support to Benefits Administration and other internal teams; this role is not client-facing on phone calls but regularly communicates with internal partners who are.
- Presentation Skills: Effectively presents compliance requirements, regulatory updates, and analytical findings to internal teams, HR partners, and organizational leadership in a clear and professional manner.
- Environmental Conditions:
This position is performed in a professional office environment and requires regular use of computers and standard office equipment. The work setting is climate-controlled with typical office lighting and low to moderate noise levels. The role involves extended periods of screen time, in-person collaboration and meetings, and minimal exposure to physical hazards.
Disclaimer:
This job description in no way states or implies that these are the only duties to be performed by the employee filling this position. Employee will be required to follow any other job-related instructions and to perform any other job-related duties requested by management. Management has the right to add to, revise, or delete information in this job description. Reasonable accommodation will be made to enable qualified individuals with disabilities to perform the essential functions of this position. This document does not create an employment contract, implied or otherwise, other than an "at will" employment relationship.
This position is eligible for the following benefits:
Health Insurance: Medical, dental, and vision coverage.
Retirement Plan: 401(k) with company match
Paid Time Off:
PTO, Holidays, Parental leave and Sick Leave provided as required by applicable state law
Other Benefits:
Life insurance, short term disability, long term disability, employee assistance program (EAP), flexible spending account (FSA), health savings account (HSA), Identity theft protection, critical illness, accident, cancer, hospital protection, legal and pet insurance.
