BENEFITS SPECIALIST-REMOTE at GXC Inc

Old Bethpage, New York, United States -

Full Time

Start Date

Immediate

Expiry Date

13 Aug, 26

Salary

78000.0

Posted On

15 May, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

ACA Compliance, SCA Compliance, ERISA Administration, Medical Benefits Administration, 401k Plan Administration, HSA Administration, COBRA Administration, HRIS Proficiency, Vendor Management, Fringe Benefit Calculation, Form 5500 Filing, Employee Communications

Industry

Security and Investigations

Description

ABOUT THE COMPANY GXC Inc. is a Certified Service-Disabled Veteran Owned and Minority Owned Business Enterprise who specializes in protection of critical assets through the implementation of cutting-edge technology, innovative processes, and adaptation of current protection-based industry standards. Our team is comprised of military veterans and former DHS Executives who understand the evolving requirements of protection and risk mitigation. GXC offers the full spectrum of professional security services, focusing on Armed and Unarmed Protective Security Officer Services, Screening Services, Patrol and Response, Metal Detector and XRay Screening Technology, Training, Customer Service, and Personal Protection. POSITION DESCRIPTION Reporting to the Director of Human Resources, the Benefits Specialist is the functional owner of GXC Inc.'s employee benefits programs across all workforce populations. This position administers medical, dental, and vision coverage for domestic (CONUS), international, and fringe benefit plans governed by applicable Collective Bargaining Agreements (CBAs); manages Health Savings Account (HSA) programs; and oversees 401(k) plan administration including coordination of plan documents, enrollment cycles, participant communications, and vendor relationships. The Benefits Specialist is a subject-matter authority on the regulatory requirements that govern GXC's benefit obligations. Compliance with the Affordable Care Act (ACA), the Service Contract Act (SCA), and the Employee Retirement Income Security Act (ERISA) are not peripheral responsibilities - they are the core accountability standard for this role. The position is expected to maintain continuous audit readiness, monitor regulatory developments affecting plan design and reporting obligations, and escalate compliance risks proactively. This role partners across HR, Finance, Payroll, and Legal to ensure that benefits programs are accurately administered, compliantly documented, cost-effectively managed, and clearly communicated to employees at every GXC location and contract environment. KEY RESPONSIBILITIES Medical Benefits Administration - CONUS, International, and CBA Fringe Plans * Administer medical plan enrollment, eligibility determination, life-event processing, and termination actions for domestic (CONUS) employees across all GXC divisions. * Coordinate international medical and expatriate benefit plans, including enrollment, carrier communications, claims support escalations, and coordination of benefits for employees assigned outside the United States. * Administer fringe benefit plans required under applicable Collective Bargaining Agreements (CBAs), ensuring plan contributions, eligibility determinations, and benefit equivalency calculations comply with SCA wage determinations and CBA-specified fringe obligations. * Maintain current knowledge of SCA fringe benefit requirements, including the distinction between bona fide benefit plan credit and cash-in-lieu obligations; ensure GXC's fringe benefit structure remains compliant with applicable wage determinations and DOL enforcement standards. * Interface with carriers, third-party administrators (TPAs), and brokers to resolve eligibility discrepancies, billing errors, and claims-related escalations; document all actions to closure. * Conduct annual benefits renewals, open enrollment administration, and employee communication campaigns for medical plans across all covered populations. * Administer COBRA continuation coverage processes for eligible employees and dependents, including qualifying event notifications, enrollment coordination, premium administration, carrier/TPA communication, and compliance with federal notice and continuation coverage requirements. Dental and Vision Benefits * Administer dental and vision plan enrollment, changes, and terminations in coordination with carriers and the HRIS; maintain accurate eligibility records and audit data regularly. * Respond to employee inquiries regarding dental and vision coverage, network access, claims status, and plan options; escalate systemic carrier or billing issues to the Director of Human Resources. * Coordinate dental and vision plan renewals and open enrollment activities, including preparation of employee communications, election tracking, and confirmation of carrier data feeds. Health Savings Account (HSA) Administration * Administer HSA program enrollment, employer contribution processing, and employee eligibility maintenance in compliance with IRS HSA qualification rules and HDHP coordination requirements. * Coordinate HSA funding schedules with Payroll to ensure timely employer and employee contributions; reconcile contribution records and resolve discrepancies with the HSA custodian. * Maintain HSA participant records, support employee education on contribution limits, eligible expenses, and account portability; ensure HSA administration aligns with applicable IRS guidance and ERISA administrative requirements where applicable. 401(k) Plan Administration * Administer GXC's 401(k) plan in coordination with the plan's recordkeeper, Third-Party Administrator (TPA), and investment advisor, including enrollment processing, contribution management, loan and hardship distribution support, and beneficiary maintenance. * Coordinate distribution processing, including review of applicable plan provisions, Special Tax Notice (402(f)) delivery requirements, and spousal consent documentation requirements in compliance with plan documents and ERISA. * Support annual plan compliance activities including non-discrimination testing (ADP/ACP), top-heavy testing, and 5500 filing support in coordination with the TPA and plan auditor. * Maintain awareness of plan document provisions and ensure day-to-day administration conforms to the written plan; escalate plan document questions, prohibited transaction risks, or participant complaints to HR leadership and Legal as required under ERISA fiduciary standards. * Coordinate participant communications including Summary Plan Descriptions (SPDs), Summary of Material Modifications (SMMs), required annual notices (Safe Harbor, QDIA, fee disclosure), and blackout period notifications within ERISA-mandated timeframes. ACA Compliance - Primary Responsibility * Own GXC's ACA compliance program, including tracking of employee hours and status to determine Applicable Large Employer (ALE) obligations, measurement and stability period administration, and minimum essential coverage (MEC) and minimum value (MV) determinations. * Coordinate preparation and filing of ACA reporting under IRC Sections 6055 and 6056, including Forms 1094-B/C and 1095-B/C, in partnership with the TPA, Payroll, and HRIS; ensure accuracy of codes, affordability calculations, and timely submission. * Monitor regulatory guidance from the IRS, DOL, and HHS affecting ACA compliance obligations; advise HR leadership of changes requiring plan design review or administrative adjustment. * Maintain ACA audit documentation, including measurement period records, coverage offers, and affordability safe harbor elections, to support defensibility under IRS audit or employer shared responsibility penalty inquiries. SCA Compliance - Primary Responsibility * Administer fringe benefit compliance under the McNamara-O'Hara Service Contract Act (SCA) for all employees working on covered federal service contracts, ensuring benefit contributions meet or exceed applicable Wage Determination (WD) fringe rates. * Calculate fringe benefit equivalency values and coordinate with Finance and Payroll to ensure fringe obligations are properly accounted for in contract pricing and employee compensation structures. * Maintain SCA compliance documentation, including benefit plan bona fide status records and fringe election records for CBA and non-CBA SCA populations; ensure records support audit readiness at all times. * Monitor SCA Wage Determination updates from the DOL's System for Award Management (SAM.gov) and advise HR leadership promptly of changes affecting GXC contract obligations. ERISA Compliance - Primary Responsibility * Ensure GXC's ERISA-covered benefit plans are administered in strict conformity with applicable plan documents, Summary Plan Descriptions (SPDs), and ERISA statutory and regulatory requirements. * Coordinate annual Form 5500 filings, including Schedule attachments, auditor support, and timely submission for all ERISA-covered plans; maintain filing records and track extension deadlines. * Support ERISA plan fiduciary governance, including maintenance of plan committee records, documentation of fiduciary decisions, and coordination of prudent process documentation for investment and vendor selection reviews. * Administer COBRA notification and election processes in compliance with ERISA Part 6, including timely issuance of qualifying event notices, election period management, premium billing, and carrier coordination; maintain COBRA compliance records to support DOL audit readiness. * Administer HIPAA privacy and portability provisions as applicable to GXC's group health plans, including coordination of Certificates of Creditable Coverage and compliance with PHI safeguards in plan administration. * Track and ensure timely delivery of all ERISA-mandated participant disclosures, including SPDs, Summary Annual Reports (SARs), QDIA notices, and plan amendment notifications; document proof of delivery. Benefits Operations and Employee Support * Serve as the primary employee-facing resource for benefits inquiries across all plan types; provide accurate, timely, and professional responses while maintaining confidentiality and professional neutrality. * Maintain benefits eligibility data within the HRIS and carrier portals; reconcile billing statements monthly and identify and resolve discrepancies proactively. * Prepare benefits-related reports for HR leadership and Finance, including enrollment summaries, cost trend analysis, fringe obligation tracking, and compliance status dashboards. * Support new employee orientation benefits presentations and coordinate benefits communications including enrollment guides, plan summaries, and regulatory notices. * Identify process improvement opportunities in benefits administration workflows and recommend enhancements that strengthen compliance, accuracy, and employee experience. * Escalate non-routine compliance concerns, plan interpretation questions, vendor performance issues, and participant complaints to the Director of Human Resources within required timeframes with complete supporting documentation. QUALIFICATIONS / EXPERIENCE * Bachelor's degree in Human Resources, Business Administration, Finance, or related field; equivalent relevant experience may be considered in lieu of degree. * Four (4)+ years of progressive benefits administration experience with direct responsibility for medical, dental, vision, HSA, and retirement plan administration. * Demonstrated working knowledge of ACA employer mandate obligations, including measurement period administration, 1094/1095 reporting, and affordability safe harbor calculations. * Working knowledge of SCA fringe benefit compliance requirements, including fringe equivalency calculations, bona fide benefit plan standards, and DOL Wage Determination application. * Working knowledge of ERISA plan administration requirements, including Form 5500 filing support, SPD maintenance, COBRA administration, and ERISA fiduciary concepts. * Experience supporting government contract environments or regulated compliance workflows preferred. * Experience administering 401(k) plans including distribution processing, participant notice obligations, and non-discrimination testing coordination preferred. * Proficiency with HRIS systems and benefits administration platforms; ADP experience is a plus. * Strong organizational skills, documentation discipline, and ability to manage multiple compliance deadlines simultaneously. * CEBS (Certified Employee Benefit Specialist), PHR, SHRM-CP, or equivalent professional certification preferred SKILLS AND COMPETENCIES * ACA compliance program administration, including measurement period tracking and 1094/1095 reporting * SCA fringe benefit compliance, including fringe equivalency calculation and Wage Determination application * ERISA plan administration, including COBRA, Form 5500 support, SPD maintenance, and required notices * Medical benefits administration across CONUS, international, and CBA fringe populations * Dental, vision, and HSA program administration with IRS qualification compliance * 401(k) plan administration including participant communications, distribution processing, and annual compliance support * Benefits vendor and TPA relationship management with disciplined issue escalation and closure tracking * HRIS data accuracy, eligibility reconciliation, and billing audit discipline * Benefits communications - plan summaries, regulatory notices, open enrollment materials * Confidentiality, sound judgment, and professional discretion in handling sensitive participant data * Multi-deadline management in a fast-paced, government contract-driven environment AUTHORITY AND DECISION-MAKING * May make routine operational decisions within approved procedures to administer day-to-day benefits functions across medical, dental, vision, HSA, and 401(k) programs for all GXC workforce populations, including CONUS, international, and CBA-covered employees. * Authorized to process enrollment actions, life-event changes, terminations, COBRA qualifying event notices, and vendor coordination actions within established timelines and plan rules without individual approval. * Must escalate non-routine matters - including plan document interpretation questions, coverage denial appeals, suspected ERISA violations, SCA compliance disputes, ACA penalty exposure, prohibited transaction concerns, or participant grievances - to the Director of Human Resources with complete supporting documentation and within required response timeframes. * Recommends process improvements, plan design adjustments, vendor changes, and corrective compliance actions; final approval for plan amendments, vendor contract changes, and formal compliance filings rests with the Director of Human Resources. GXC Inc. Policy: GXC Inc. is committed to maintaining a diverse workforce and is an Equal Opportunity Employer. We make employment decisions without regard to race, color, religion, sex, gender, gender identity or expression, national origin, age, veteran status, disability, or any other protected class.

Responsibilities

The Benefits Specialist manages the administration of medical, dental, vision, HSA, and 401(k) plans for domestic and international employees. The role ensures strict compliance with ACA, SCA, and ERISA regulatory requirements while serving as the primary resource for employee benefits inquiries.