Total Rewards Specialist

About The Heritage Group

The Heritage Group is a fourth-generation, family-owned business focused on construction and materials, environmental services and specialty chemicals. Over the last 90+ years, the Heritage portfolio has grown to include more than 50 companies that employ more than 6,000 people. What unites this diverse group of businesses and individuals is our commitment to create a safer, more enriching, and sustainable world by harnessing the power of family.

The Total Rewards Specialist (P1) is an entry-level professional member of The Heritage Group's Total Rewards center of excellence, sitting within the Benefits & Well-Being Programs team and reporting to the Director of Benefits & Well-Being Programs. This role provides day-to-day administrative, data, and communication support helping deliver competitive, equitable, and employee-centered benefit and well-being programs.The Specialist executes defined processes accurately and on time, builds working knowledge of health and welfare plans, compliance, and vendor operations, and develops toward analyst-level responsibilities.

***This role is hybrid based in Indianapolis, IN. Qualified candidates must currently reside in the Indianapolis, IN area.***

Essential Functions

1. Administration Support:

• Process benefit enrollments and eligibility changes in Workday/Viewpoint. Support annual open enrollment.
• Support benefit billing, chargebacks and employer funding reconciliations.
• Support benefits onboarding and plan transitions for acquired companies Keep vendor records accurate. This includes reviewing carrier change notices, monitoring EOI and COBRA files and logs, and resolving routine account and card issues.
• Run routine 401(k), HSA and other account-based benefit transactions and audits in vendor systems. Examples are disbursements, enrollments, loans, deferrals, refunds, and hardship requests that need approval.
• Check that payroll deductions, deposits and vendor invoices match benefit records, and flag anything that doesn't for resolution.
• Assist with recurring plan reviews and compliance work, such as quarterly 401(k) reviews, Roth catch-up monitoring, and data for plan audits, testing and Form 5500.
• Assist with Workday release testing, benefit rate testing, and keep activity trackers and logs up to date.
• Pull data for the annual 401(k) audit, plan testing, and Form 5500
• Assist in coordinating and scheduling various well-being initiatives
• Manage the company perks program

2. Compliance & Vendor Support:

• Maintain the annual benefits compliance calendar and track required notice distribution (Medicare Part D, CHIP/Medicaid, USERRA, SAR, and others).
• Assist in gathering data and documentation for ACA 1094/1095-C requests and state form mailings, Form 5500, SPDs, and the annual Pile medical and 401(k) audits, including audit data request emails.
• Distribute the annual HIPAA training to required employees and track completion
• Maintain the benefit vendor contact list and reference documents quarterly, and complete the annual vendor portal access review.
• Schedule mid-year and annual vendor reviews and log carrier and TPA issues through resolution.

3. HR Services & Case Support:

• Respond to Fresh Service tickets and monitor benefits inboxes (including HRSS2) within defined SLAs, escalating complex issues to the appropriate resource
• Gather claim, coverage, and eligibility details from employees, carriers, and the broker to prepare Tier 3 escalations
• Compile and distribute monthly benefits dashboard reporting (volumes, SLA attainment, case aging).

4. Auditing, Reporting & Documentation:

• Run scheduled eligibility, election, and interface file audits across Workday and vendor systems.
• Create and maintain SOPs, templates, and process documentation, and suggest improvements.

5. Collaboration & Professional Development:

• Partner with Total Rewards, Employee Hub, Portfolio Services, Finance, and HR Business Partners to keep administration accurate and consistent.
• Participate in cross-training to provide coverage during peak periods.
• Build knowledge of ERISA, ACA, HIPAA, COBRA, and health and well-being trends through ongoing learning.
• Demonstrate customer service excellence and confidentiality aligned with THG organizational values.
• Additional duties and responsibilities as assigned, including but not limited to continuously growing in alignment with the Company’s core values, competencies, and skills.

Education Qualifications

• Required Bachelor's Degree Human Resources, Business, Finance, or a related field; or equivalent applicable experience in HR or benefits administration.

Experience Qualifications

• Preferred Experience with an HRIS (Workday preferred).
• Preferred Basic familiarity with ACA, ERISA, HIPAA, or COBRA concepts.

Skills and Abilities

• Strong attention to detail and accuracy when entering, auditing, and reconciling data.
• Working Excel skills (lookups, filters, pivot tables) and proficiency in Word and PowerPoint.
• Clear, courteous written and verbal communication with employees at all levels.
• Ability to organize multiple tasks, follow defined procedures, and meet deadlines.
• Sound judgment in knowing when to escalate an issue.
• Collaborative, inclusive, and respectful working style.
• Commitment to confidentiality, integrity, and professional standards.
• Curiosity and eagerness to learn, with openness to feedback

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

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