System Operations Specialist - EDI

About Us

PrismHR is the leading payroll, benefits, and HR software for Human Resource Outsourcing (HRO) organizations, including Professional Employer Organizations (PEOs) and Administrative Service Organizations (ASOs). Powering more than 80,000+ companies, 2.5 million worksite employees, and $85 billion in payroll processed annually, PrismHR is the most efficient, reliable, and scalable software solution to help PEOs and ASOs grow and prosper. The PrismHR platform is a complete, integrated HR solution supporting the full "hire-to-retire” lifecycle of HR services. And PrismHR provides a wide range of additional resources that go beyond just technology and support: PrismHR SEEDS sales and marketing program, the annual PrismHR LIVE Conference, and numerous learning opportunities throughout the year are all designed specifically to help PrismHR customers grow their business.

Position Summary

The System Operations Specialist - EDI serves as the primary liaison between PrismHR clients, insurance carriers, and internal technical teams to plan, configure, and maintain Electronic Data Interchange (EDI) connections that power benefits enrollment, payroll deductions, and related data feeds. This role blends three functions: facilitator, running kickoff and status calls that keep clients, carriers, and internal teams aligned; administrator, configuring, monitoring, and troubleshooting EDI feeds to keep data accurate and on schedule; and project manager, owning EDI implementations end to end, from scoping through testing to go-live and post-launch support. Success in this role requires strong client relationship skills paired with technical fluency to resolve data and connectivity issues independently.

Essential Duties & Responsibilities

Client Facilitation

• Serve as the primary point of contact for assigned clients throughout EDI onboarding, implementation, and ongoing support.
• Lead kickoff, status, and troubleshooting calls between clients, insurance carriers, and internal stakeholders.
• Translate technical EDI requirements into clear, non-technical guidance for client and carrier contacts.
• Train client administrators on EDI processes, file review, and issue-reporting procedures.

EDI Administration

• Facilitation of the file creation along with support from an engineer.
• Maintain accurate records of client EDI setups, carrier specifications, and connection documentation.
• Partner with carriers and clearinghouses to resolve mapping, format, or connectivity issues.

Project Management

• Own EDI implementation projects end to end: scoping, timeline development, milestone tracking, testing, and go-live.
• Coordinate cross-functional resources (benefits, payroll, IT, carriers) to keep implementations on schedule.
• Communicate project status, risks, and open issues to clients and internal leadership.
• Manage multiple concurrent client implementations, prioritizing based on deadlines and complexity.
• Identify and recommend process improvements to reduce implementation time and recurring errors.
• Regular on-site attendance is an essential job function due to the need for secure access to systems, collaboration on sensitive technical matters, participation in operational meetings, and hands-on involvement.

Marginal Functions

• Build, maintain and promote relationships with team members, peers across disciplines, and all other company team members ensuring effective coordination of communications and services affecting clients.
• Attend webinars and training to stay up to date on best practices related to the company and department.
• Complete projects and other duties as assigned by supervisor.

Knowledge, Skills and Ambilities

• Experience with HR, payroll, or benefits administration platforms; PrismHR experience a plus.
• Demonstrated project management experience; PMP or similar certification a plus.
• Excellent verbal and written communication skills, with the ability to manage client relationships professionally under deadline pressure.
• Strong analytical and troubleshooting skills with high attention to detail.
• Proficiency in Excel and familiarity with project tracking tools (e.g., Smartsheet, Asana, Jira).

Required Education & Experience

• Bachelor’s degree preferred in computer science, information technology, or related field or equivalent combination of experience, skills, and education (including other relevant non-traditional degree programs, certifications, or job training programs) preferred.
• Two (2) to Four (4) years of in EDI, benefits administration, HRIS/HR technology, or a related client-facing role.
• Working knowledge of EDI file formats and standards (e.g., ANSI X12 834) strongly preferred.
• Experience working in a multi-state or Professional Employer Organization (PEO) preferred.
• Proficiency with Microsoft Office software (Outlook, Microsoft Teams, Excel, Word, PowerPoint) and demonstrated ability to learn other applications as needed.

Physical, Mental, & Communication Demands
Physical Demands:

• Sedentary Work: Work primarily involves sitting for extended periods at a desk or computer.
• Manual Dexterity: Frequent use of hands and fingers to operate a computer keyboard, mouse, and other office equipment.
• Mobility: Occasional movement throughout the office and at customer, meeting, conference, or training locations.
• Visual Acuity: Ability to read and analyze information on a computer screen, with reasonable accommodation as applicable, and in printed materials.
• Lifting & Carrying: Minimal lifting is required and may include handling documents and light office materials.
• Travel: Domestic travel up to 25% may involve extended sitting during air or ground transportation and standing or walking during client visits, meetings, and conferences.

Mental Demands:

• Concentration and Analysis: Sustained concentration and analytical thinking are required to interpret technical and business information.
• Decision Making: Ability to exercise independent judgment and make timely, informed decisions based on customer and project requirements.
• Attention to Detail: High accuracy is required when documenting requirements, managing project information, and communicating recommendations.
• Problem-Solving: Continuous need to evaluate and resolve complex or Client implementation and customer issues.
• Multitasking: Ability to prioritize competing demands and manage multiple projects, schedules, and deadlines.
• Stress Management: Ability to remain effective in high-pressure, customer-facing situations and adapt to changing project conditions.

Communication Demands:

• Interpersonal Skills: Build productive relationships and communicate effectively with customers, managers, cross-functional teams, and external contacts.
• Cultural Sensitivity: Communicate respectfully with individuals from diverse backgrounds, demonstrating cultural awareness and sensitivity.
• Written Communication: Prepare clear and accurate requirements, functional design documents, project notes, status updates, emails, and related documentation.
• Verbal Communication: Facilitate discussions, explain technical and industry concepts, and provide clear instructions and recommendations.
• Virtual Communication: Regularly use video conferencing, phone systems, and digital collaboration tools to engage customers and internal teams.
• Presentation Skills: Deliver effective remote and in-person presentations to customers, stakeholders, and industry audiences.

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.

PrismHR is a fast-paced SaaS company which provides customers with a cloud-based payroll process software application. PrismHR also provides professional services including system implementation consulting, custom configurations, and training. Lastly, via the Company’s Marketplace platform customers and end users access other human resources and employee benefits applications from PrismHR’s Marketplace Partners.

Diversity, Equity and Inclusion Program/Affirmative Action Plan:
We have transformed our company into an inclusive environment where individuals are valued for their talents and empowered to reach their fullest potential. At PrismHR, we strive to continually lead with our values and beliefs that enable our employees to develop their potential, bring their full self to work, and engage in a world of inclusion.

Ensuring an inclusive environment for our employees is an integral part of the PrismHR culture. We aren't just checking a box, we are truly committed to creating a workplace that celebrates the diversity of our employees and fosters a sense of belonging for everyone. This is essential to our success. We are dedicated to building a diverse, inclusive, and authentic workplace, so if you’re excited about our roles but your past experience doesn’t align perfectly with every qualification in the job description, we encourage you to apply anyway. You may be just the right candidate for these open roles or other open roles. We particularly encourage applicants from traditionally under-represented groups as we seek to increase the diversity of our workforce and provide fair opportunities for all.

As a proud Equal Opportunity and Affirmative Action Employer, PrismHR encourages talent from all backgrounds to join our team. Employment decisions are based on an individual’s qualifications as they relate to the job under consideration. The Company’s policy prohibits unlawful discrimination based on sex (which includes pregnancy, childbirth, breastfeeding, or related medical conditions, the actual sex of the individual, or the gender identity or gender expression), race, color, religion, including religious dress practices and religious grooming practices, sexual orientation, national origin, ancestry, citizenship, marital status, familial status, age, physical disability, mental disability, medical condition, genetic information, protected veteran or military status, or any other consideration made unlawful by federal, state or local laws, ordinances, or regulations.

The Company is committed to complying with all applicable laws providing equal employment opportunities. This commitment applies to all persons involved in the operations of the Company and prohibits unlawful discrimination by any employee of the Company, including supervisors and co-workers.

Privacy Policy: For information about how we collect and use your personal information, please see our privacy statement available at https://www.prismhr.com/about/privacy-policy.

PrismHR provides reasonable accommodation for qualified individuals with disabilities and disabled veterans in job application procedures. If you have any difficulty using our online system and you need a reasonable accommodation due to a disability, you may use the following alternative email address to contact us about your interest in employment at PrismHR: [email protected]. Please indicate in the subject line of your email that you are requesting accommodation. Only candidates being considered for a position who require an accommodation will receive a follow-up response.

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