Benefits Clerk

Position Title:              Benefits Clerk

Reports To:                   Senior Specialist, Total Rewards

Department:                People Department

Status:                           Non-Exempt

Date:                               February 2026

Broad Functions: The Benefits Clerk is an entry-level administrative role that provides operational support to the Total Rewards and Benefits function, with a primary focus on union benefits administration. This position supports day-to-day activities related to union invoicing, reporting, benefits documentation, leave processing, and data maintenance.

Reporting to the Senior Specialist, Total Rewards the benefits clerk ensures accurate recordkeeping, timely processing of union-related benefits transactions, and proper maintenance of benefits systems. This role is ideal for a highly organized, detail-oriented individual interested in developing a career in Benefits, HR Operations, or Total Rewards within a high-volume, compliance-driven environment.

Main Duties and Responsibilities:

1. Union Benefits Administration Support

a.     Assist with processing and tracking union benefit forms including parental leave, exclusive time off, disability, and other union-related benefits documentation.

b.     Maintain accurate records of union benefits eligibility and participation.

c.      Support compliance tracking related to union benefit requirements.

d.     Ensure proper documentation and filing of union-related benefits records.

2. Union Invoicing and Reporting Support

a.     Assist with preparation, review, and tracking of union benefit invoices.

b.     Support reporting related to union benefit contributions and eligibility.

c.      Maintain organized records for union invoicing and audit documentation.

d.     Assist with reconciliation tracking and reporting accuracy.

3. Union Compliance and Data Maintenance

a.     Support tracking of union compliance requirements and deadlines.

b.     Assist with maintaining benefit databases related to union participation.

c.      Track pension and training fund hour reporting and ensure accurate system entry.

d.     Support data audits to ensure compliance with union agreements.

4. Benefits Collections and Deduction Support

a.     Assist with preparation of collections related to union deduction arrears.

b.     Track employee balances and support documentation for collections processes.

c.      Maintain records related to deduction adjustments and follow-up actions.

5. Benefits Mail and Documentation Management

a.     Receive, sort, and distribute incoming benefits-related mail.

b.     Process documentation related to benefit garnishments and union notices.

c.      Maintain organized electronic and physical records.

d.     Ensure confidentiality and compliance with data privacy standards.

6. Benefits Data Entry and System Maintenance

a.     Maintain accurate employee benefit records within HRIS and benefits systems.

b.     Update benefit databases to reflect eligibility, participation, and status changes.

c.      Assist with manual updates related to leave or benefit status.

d.     Support periodic audits to ensure data accuracy.

7. Administrative and Department Support

a.     Provide administrative support for benefits department.

b.     Assist with preparation of spreadsheets, reports, and documentation.

c.      Support special projects and process improvement initiatives.

d.     Assist with department and office-related initiatives as needed.

8. Other Duties

a. Perform other duties as assigned to support the Total Rewards and People Team.

Skills and Qualifications:

Required

1.     High school diploma or equivalent required.

2.     One to two years of administrative, HR, payroll, benefits, or customer service experience preferred.

3.     Strong organizational skills with exceptional attention to detail.

4.     Ability to handle confidential and sensitive information with professionalism.

5.     Strong written and verbal communication skills.

6.     Proficiency in Microsoft Office including Excel, Word, and Outlook.

7.     Comfort working across multiple systems and learning new tools quickly.

8.     Guest service mindset

9.     Strong follow-through and accountability

10. Ability to prioritize and manage competing deadlines

11. Comfort working cross functionally

12. Problem solving and critical thinking

13. Professional judgment and discretion

Preferred

14. Exposure to HRIS systems or shared services environments.

15. Experience supporting a multi-location or hourly workforce.

 Physical Demands:

The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the associate is regularly required to: stand for long periods of time, use hands and fingers, and be able to handle, feel, communicate verbally, and hear. The associate is frequently required to reach with hands and arms, climb, balance, taste and smell. The associate is also occasionally required to walk, stoop, kneel, crouch, crawl, and either lift or move to 50 lbs. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to focus. Be able to work in a standing position for long periods of time (up to 8hrs).