Benefits Coordinator

GATEWAY SCHOOL DISTRICT; Monroeville (Allegheny County); On-site; USD 55,000 - 75,000; Full time

Job summary

Gateway School District in Monroeville, PA seeks a Benefits Coordinator to manage employee fringe benefits for active staff and retirees across Monroeville and Pitcairn.

You will oversee healthcare enrollments, retirement reporting support, ACA compliance, and back-up payroll duties, ensuring accurate deductions and compliance with federal/state policies. This is a full-time, on-site role in a district office environment.

Qualifications

• Associate degree required; bachelor’s preferred in HR, business, benefits, or accounting.
• 3–5 years in benefits administration, HR, or payroll; PA public schools a plus.
• Active Pennsylvania Notary Public or ability to obtain within 60 days.
• PA clearances: Act 34, Act 114, Act 151, TB test.

Responsibilities

• Fringe benefits administration for active employees and retirees.
• Manage enrollments, life events, ACA compliance, and invoicing reconciliation.
• Assist PSERS reporting and retirement inquiries.
• Provide payroll backup support during peak periods.
• Maintain HRIS records and benefit deductions.
• Coordinate wellness initiatives and safety programs.

Skills

HRIS proficiency

HIPAA/FERPA confidentiality

Payroll deductions knowledge

Strong communication

Attention to detail

Education

Associate degree

Bachelor's degree preferred

Tools

HRIS databases

Microsoft Office

Google Applications

Enrollment platforms

Job description

The Benefits Coordinator is responsible for the daily administration and operation of Gateway School District's comprehensive employee fringe benefits programs, service active staff and retirees across the Monroeville and Pitcairn communities. This role manages healthcare enrollments (medical, dental, vision, prescription), life and disability insurance, COBRA, Worker's Compensation claims, unemployment claims, district wellness initiatives, and workplace safety coordination. In addition, the incumbent provides essential back-up support to the Payroll Coordinator, assists with reporting and documentation required for the Pennsylvania Public School Employee's Retirement System (PSERS) and state retirement agencies, and ensures full compliance with federal, state, and school board policies and administrative regulations.

Essential Duties and Responsibilities

• Fringe Benefits & Insurance Administration
• • Healthcare & Group Plans: Services as the primary administrative contact and vendor liaison for health, dental, vision, prescription drug, disability, and life insurance plans for active Gateway School District employees and retirees
  • Enrollment & Life Events: Manages open enrollment processes, qualifying life event changes, and new hire benefits orientation across all district school buildings in Monroeville and Pitcairn
  • Affordable Care Act (ACA) Compliance: Tracks employee hours and benefits eligibility, updates HRIS records, and prepares and files required federal ACA reports
  • Reconciliation & Invoice Audits: Audits and reconciles monthly benefit carrier invoices against payroll deduction reports and processes premium adjustments accurately
• Retirement & Payroll Support
• • PSERS & Retirement Reporting: Assists in preparing and submitting monthly and annual retirement to the Pennsylvania Public School Employees' Retirement System (PSERS) and assists district retirees and active personnel with retirement questions
  • Payroll Backup Support: Maintains working knowledge of school district payroll procedures and accounting practices to provide seamless operational back-up to the Payroll Specialist during peak processing or staff absences
  • HRIS & Deduction Processing: Enters and maintains benefit deduction rates, updates employee records in HRIS database, and verifies the accuracy of payroll benefit deductions
• Leave Management, Workers' Compensation, and Safety
• • Leave Programs & Accommodations: Administers employee leave requests under the Family and Medical Leave Act (FMLA), extended medical leaves, short and long term disability claims, and processes reasonable accommodation requests under the Americans with Disabilities Act (ADA).
  • Workers' Compensation Administration: Receives, files, tracks and monitors Workers' Compensation Injury claims and required district safety incident reports in compliance with PA state regulations
  • Unemployment Claims: Processes unemployment documentation, manages district claims, and assists district legal/HR counsel with appeal hearings
• Wellness Initiatives & Employee Communication
• • District Wellness Programs: Assist with the planning and coordination of any district wellness initiatives, and promotes district-wide wellness, health screenings, biometric events, and vaccination clinics for Gateway staff
  • Customer Service & Advisory: Provides responsive, empathetic, and confidential assistance to employees and retirees regarding benefits options, claims issues, and policy details via phone, email, and in-person consultations
  • Collective Bargaining Assistance: Gathers and analyzes benefit usage data and cost projections to support district administration during collective bargaining agreement negotiations

Qualifications & Requirements

• Associates degree (Bachelor's preferred) required in Human Resources, Business Administration, Benefits Administration, or Accounting strongly preferred
• Minimum of 3-5 years of progressive experience in benefits administration, human resources, or payroll environments. Experience in PA public school districts, PSERS reporting, and collective bargaining environments is highly desirable. All relevant experience will be considered.
• Must hold an active Pennsylvania Notary Public commission or be capable of obtaining a commission within 60 days of employment
• Must satisfy all mandatory Pennsylvania school employee clearances prior to hire:
• • Act 34 PA State Criminal History Check
  • Act 114 Federal Criminal History Check (FBI Fingerprints)
  • Act 151 PA State Child Abuse History clearance
  • TB Test

Knowledge, Skills, & Abilities

• Technical & HRIS Systems: Proficiency with HRIS databases, school management software, electronic enrollment platforms, and Microsoft Office Suite and Google Applications
• Financial & Payroll Acumen: Strong numerical accuracy and working knowledge of school finance, payroll tax deductions, and insurance premium billing reconsiliation
• Communication & Confidentiality: Exceptional interpersonal and communication skills; strict adherence to HIPAA, FERPA, and district confidentiality mandates
• Statutory Compliance: In-depth understanding of federal and state labor laws, including FMLA, COBRA, ACA, ADA, Workers' Compensation, and PA Public School Code

Physical Demands & Work Environment

• Work Environment: Standard indoor office setting located within Gateway School District Administrative Offices in Monroeville, PA, serving schools throughout Monroeville and Pitcairn
• Physical Capabilities: Requires standard office physical capabilities, including sitting for extended periods, operating computer equipment, walking between district facilities, and occasionally lifting office records or event materials up to 25-20 lbs.

This job description describes the general nature and level of work performed by the employee assigned to this position. It is not intended to be an exhaustive list of all responsibilities, duties, and skills required. Employee is expected to perform any and all reasonable duties assigned by the supervisor(s) and/or Superintendent.