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Health Plan Coordinator (Equity & Human Resources)

Polk County BoCC

Bartow, Florida 33830
Job Type:
Job Status:
Full Time
1st Shift
  • HR Generalist
  • Health, Safety, Security
Polk County BoCC
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Job Details


(Equity and Human Resources)


Must have the physical, developmental and mental ability to perform job tasks, work efforts, responsibilities and duties of the job illustrated below:



Serve as the Board of County Commissioners (BoCC) coordinator and liaison for its self-funded employee health insurance and benefits program, collaborating and working with a cooperative of County Constitutional agencies. Provide up-to-date benefits information, ongoing communication and education to all BoCC employees and retirees so that they may become wise consumers of their health care benefits. Serve as the BoCC’s primary contact for plan vendors and third party administrators. Coordinate and facilitate health insurance Open Enrollment.



Provides guidance and instruction to management, employees, and retirees regarding the BoCC’s health plan and benefits program, and interpretation of benefits plans policies and procedures. Assists the directors of Equity and Human Resources (EHR) and Risk Management in coordinating a competitive insurance and benefits program, in order to control risk and losses. Evaluates services, coverages and available options to best meet the needs of the employees. Confers and collaborates with the directors of EHR and Risk Management, Employment and Benefits Services Manager, and contracted consultants regarding the drafting and implementation of proposals, programs and/or benefit plan design changes.


Acts as liaison between the BoCC and Constitutional HR/Benefits personnel and advises them of all plan updates and/or changes in policies and procedures. Provides member services, including assisting enrollees in comprehending and interpreting the provisions of the employee benefits package which includes medical/prescription drug plan; employee/dependent life insurance; long term disability insurance; dental and vision benefits programs; employee assistance program/mental health benefits; and flexible spending account programs, as provided for eligible employees/retirees and their dependents.

Identifies and addresses issues related to COBRA administration for BoCC and Constitutional agencies health plan participants continuation of coverage. Facilitates the processing of benefit terminations for COBRA eligible BoCC plan members.

Assists third party administrators, Constitutional agencies, existing and potential plan members with questions or concerns regarding benefits and insurance claim adjudication issues. Acts as troubleshooter when issues cannot readily be resolved and advises Constitutional HR/Benefits personnel on an as needed basis. Ensures that all programs are in compliance with Federal laws, state statutes and county policies.

Prepares and updates benefits materials and communications, including designing, developing and implementing a comprehensive health plan communication and educational program utilizing various communication media, such as brochures, newsletters, e-mail bulletins, and other appropriate educational formats, in collaboration with the Communication Division. Reviews all health plan documents for accuracy and completion. Design and maintain the employee/retiree web applications in collaboration with the Communication Division. Coordinates the distribution of benefits materials to BoCC employees/retirees, and the Constitutional agencies’ employees/retirees, making the materials compatible for their use with or without adaptations.

Updates/maintains the benefits eligibility databases for all BoCC active employees, and completes interface of eligibility files for BoCC employees/non-Medicare retirees and Constitutional agencies to third party administrators/vendors. Downloads post interface vendor eligibility reports to review and correct, or facilitate the correction of any errors.

Serves as Oracle Advanced Benefits (OAB) functional leader of the Oracle core team and is responsible for all testing/identification/coordination of any current and future database issues and/or reporting improvement needs. Responds to eligibility related inquiries from plan members and third party administrators/vendors on a regular basis, and ensures the resolution of any discrepancies in data as quickly as possible.

Coordinates all benefits open enrollment periods to include educational meetings as needed, literature, publicity and contractual compliance. Conducts open enrollment meetings. Prepares all needed information/reports after open enrollment for issuance to the plan administrators. Acts as liaison between the third party administrators/vendors and the Constitutional Offices for implementation and compliance for open enrollments. Plans, prepares and presents benefits information at New Employee Orientation classes to ensure that new employees are knowledgeable about the employee benefits package options and enrollment policies and procedures.

Coordinates, reviews, and updates employee benefits package. Provides one-on-one assistance to new employees, as needed. Verifies that all mid-year requests are appropriate and necessary documentation/enrollment forms for new and existing employees are completed accurately, prior to database update. Reviews medical, dental, vision, life insurance and Flexible Spending Accounts (FSA) new/updated enrollment paperwork to determine if payroll adjustments are required for missed/incorrect deductions, and requests that necessary forms be completed to accommodate necessary adjustments. Reviews related reports regarding insurance premiums/coverage and provides final sign off/approval.

Downloads/reviews FSA deduction reports and reconciles the Oracle report against the manually maintained Excel file (or related file) to ensure accurate deposit information for BoCC FSA participants is sent to the plan administrator each pay period. Uploads FSA files for BoCC and participating Constitutional agencies and sends them to plan administrator. Conducts benefits education sessions and Retirement Planning benefits training as assigned by the EHR Director or Benefits manager.

Attends/Participates in the Insurance Committee meetings. Coordinates and chairs meetings of BoCC and Constitutional agencies’ HR Benefits staff, periodically as needed.




Experience in health insurance plan administration and claim review, evaluation and analysis. Knowledgeable in Section 125 of the IRS Code regulations. Knowledgeable in Consolidated Omnibus Budget Reconciliation Act of 1985 (COBRA) regulations. Knowledgeable in Florida Statutes governing health insurance policies (ss. 627.601-627.6499). Knowledge of medical procedure codes. Knowledge of and ability to use personal computers and supporting software and other standard office equipment. Knowledge of and ability to use general accounts payable/receivable practices and database reporting. Ability to independently prepare and produce various written documents, brochures and materials. Ability to prepare and make public presentations. Ability to courteously and effectively deal with plan enrollees, public officials, plan administrators/staff persons. Ability to use independent judgment and make sound statistical analysis. Must have the ability to see, write and perform data entry keying efforts. Ability to utilize all features afforded by personal computer software utilized by the work unit.



Graduate of an accredited four (4) year college or university with a bachelor’s degree in Human Resources, Public Relations, Business Administration, or a related field; and a minimum of two (2) years experience in the administration of a coordinated health care plan. Must be able to utilize all features afforded by word processing and other required software and personal computer equipment utilized by the division.

Must have a valid driver’s license and be able to secure a valid Florida driver’s license at the time of employment within this classification.



This position may be required to report for work when a declaration of emergency has been declared in Polk County.

Location:  Equity and Human Resources 330 W Church St. Bartow, FL 33830
Work Schedule: Monday – Friday 8am – 5pm 
Rate of Pay: $50,876.80 Exempt Salary
Close Posting Date: 04/19/2017 – Posting could be removed before or after without notice

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