Pension and Benefits Specialist - Temporary, Full-time

Requisition Details:

Employment Status: Temporary, Full-time (1.0 FTE)

Program Name: Human Resources

Work Schedule: Days

Number of Hours Bi-weekly: 75

Anticipated End Date: November 2027 

On Call: No

Existing Vacancy: Yes - we're currently hiring candidates for an existing vacancy in this position.

Job Summary:

The Pension and Benefits (P&B) Specialist is responsible for administering employee pension and benefit programs, recommending plan changes and serving as a resource to staff and managers on related issues and ensuring accuracy of employee data.

Key Responsibilities:

• Provides guidance and advice to employees regarding pension and benefits, utilizing exceptional interpersonal skills and knowledge of each union group and their respective Collective Agreements, legislative requirement and carrier guidelines.
• Collaborates with the Labour Relations team to interpret collective agreement wording related to group benefits and pension eligibility.
• Reviews collective agreement wording and provides recommendations to Senior Manager for discussions in bargaining to strategize on standardization of practices.
• Establishes employee benefits eligibility, coverage, effective dates and payroll premium deduction set-up in accordance with union contracts and benefit policy agreements and ensures all necessary information is entered in SAP and the benefit administrator site.
• Ensures timely administration of benefit enrollment forms and coordinates all required documentation to be sent internally and to third party carriers.
• Completes monthly audits and analyzes results to ensure accuracy and integrity of the system (e.g. mandatory enrollments, benefit cost shares while on leaves etc.). If errors are identified, makes recommendations for resolution and future improvements to processes.
• Prepares reports and analysis for use by the team and the finance department for recommendation on write-offs and collections for benefit premium arrears.
• Monitors and reports on key performance indicators to evaluate areas for improved efficiency.
• Monitors employee leave of absences, creates payment schedules and enters employee benefit/pension cheques in SAP for payment of premiums.
• Prepares letters for initial eligibility and change in enrollment status advising employees of their eligibility or termination of coverage including while on leave of absences; prepares and couriers letters to employees to confirm selections.
• Liaises between VON employees and benefit and pension carriers.
• Communicates with managers regarding job content, specific objectives, personal performance and action plans to achieve performance objectives.
• Fulfills all responsibilities in accordance with the requirements of the organizational system (e.g. Bylaws, Standards, Policies, applicable legislation).
• Participates in continuous decision-making to promote continuous quality improvement using LEAN principles.
• Actively participates in the development and ongoing improvement of processes within the Total Compensation team.
• Work towards fulfillment of program/department goals.

Common Responsibilities:

• Promotes the goals and values of VON and their role as an integrated community care provider.
• Promotes a safe and healthy workplace ensuring workplace conduct and activities are in accordance with the provincial Occupational Health and Safety Act and Regulations and compliant with the VON Safety Management System, including all Policies, Safe Work Practices and Procedures.
• Abides by all VON policies and work practices.
• Abides by all confidentiality and protection of personal information policies, regulations and practices and ensures appropriate safeguards are in place within their role.
• Works in collaboration with other staff in a team approach to service delivery.

External and Internal Relationships:

• Engage with cross functional team members, Senior Directors, Directors, Managers and employees to advice on processes and procedures.
• Engage with employees in providing benefits and pension information.
• Collaborates with service providers related to pension and benefit sector.

Education, Designations and Experience:

• Post-secondary education with degree/certificate in Human Resources Management
• Related courses in Pension and Benefits, or other related field considered an asset.
• Minimum of 3 years' experience with administering Group Benefits plans (health, dental, life insurance, LTD, AD&D, optional insurance) and Pension Administration (Defined Benefit Pension Plans preferred).
• Certified Employee Benefit Specialist (CEBS) designation is an asset.
• Knowledge of the provincial group benefits legislation.
• Experience in a unionized environment/health care environment considered an asset.

Skill Requirements:

• Proficiency in Windows OS and MS Office Suite programs.
• SAP experience a definite asset.
• Demonstrated commitment to working in an environment with high confidentiality and discretion.
• Demonstrate effective time management, planning and organizing of days' work activities.
• Able to work both independently and within a team.
• Strong organizational skills with an ability to prioritize, multi-task and handle competing deadlines.
• Exercising good judgment in decision making and conflict resolution.
• Strong customer service skills.
• Must demonstrate attention to detail.
• Excellent oral and written communication skills.
• Ability to problem solve and adjust to rapidly changing priorities in a deadline driven environment.
• Strong customer service skills.
• The use of Personal Protective Equipment (PPE) may be required

Other:

• A current and original copy of a satisfactory Criminal Records Check is required.
• A Vulnerable Sector Search and/or Child Abuse Registry Check may be required.
• The use of Personal Protective Equipment (PPE) may be required

Working conditions and physical demands: This role requires a detail-oriented approach in a dynamic environment, with physical activity including lifting, carrying (using proper techniques), bending, reaching, kneeling, and other movements that emphasize good body mechanics. Individuals in the role are required to walk, sit, stand, and climb stairs throughout the day, with some tasks requiring fine hand movements.