Specialist, Benefits and Payroll

Description

AW Health Care is currently seeking a full time Benefits and Payroll Specialist to join our dynamic team!

The Benefits Specialist is responsible for the day-to-day administration and coordination of employee benefit programs, ensuring employees receive accurate, timely, and knowledgeable support regarding their benefits. This position serves as a primary point of contact for employees, leadership, benefit vendors, and insurance carriers regarding benefit eligibility, enrollment, changes, and issue resolution.

The Benefits Specialist ensures benefit programs are administered accurately and in accordance with company policies, plan documents, and applicable federal and state regulations. This position works closely with Human Resources, Payroll, Finance, and external benefit partners to maintain accurate records and provide positive employee experience.

About AW Health Care: AW Health Care is a woman-owned, independent home health agency based in St. Louis, proudly serving Missouri and Illinois for over 25 years. With more than 500 team members supporting over 1,500 patients, we are committed to delivering innovative, patient-centered care that makes a difference.

Why Join AW Health Care? 

We offer a comprehensive benefits package, including:

• Medical, Dental and Vision Insurance
• 401(k) with 4% Company Match
• Paid Time Off (PTO)
• Supplemental benefits (Critical Illness, Accident, etc)

Job Duties:

Benefits Administration

1. Administer day-to-day employee benefit programs, including medical, dental, vision, voluntary benefits and other company-sponsored programs, including the 401K and PTO and Leaves of Absence.
2. Manage employee benefit eligibility, enrollments, changes, qualifying life events, and terminations and coordinates with Paylocity COBRA Administration.
3. Coordinate annual open enrollment activities, including communications, employee education, enrollment system configuration, and reconciliation.
4. Review benefit elections and eligibility data for accuracy.
5. Maintain accurate employee benefit records within Paylocity and coordinates changes with benefit provider(s).
6. Ensure benefit-related transactions are processed in a timely manner and that information is accurately communicated to payroll and applicable vendors.
7. Monitor benefit eligibility based on employment status, hours worked, waiting periods, and plan requirements.

Payroll Administration

1. Provide ongoing payroll administration support as needed based on workload and business needs.
2. Assist with weekly and biweekly payroll processing.
3. Review payroll data, hours, deductions, adjustments, reimbursements, and approvals for accuracy.
4. Research and correct payroll discrepancies with employees and department managers.
5. Assist with payroll reports, reconciliations, quarter-end and year-end processes, and employee payroll questions.
6. Maintain confidentiality of payroll, compensation, tax, and employee information.

Insurance & Financial Reconciliation

1. Reconcile medical, dental, vision, life, disability, and other benefit invoices to employee elections and payroll deductions.
2. Research billing discrepancies, credits, additions, terminations, and coverage changes.
3. Coordinate corrections with carriers, brokers, Payroll, Human Resources, and Finance.
4. Assist with payroll and benefit reconciliations in QuickBooks.
5. Review payroll liabilities, deductions, benefit expenses, and related accounting records.

401(k) & Workers’ Compensation

1. Assist with 401(k) eligibility, contributions, payroll reconciliation, reporting, and annual audits.
2. Prepare census, payroll, and contribution information for retirement plan audits and compliance testing.
3. Assist with workers’ compensation payroll reporting, classifications, reconciliations, and annual audits.
4. Provide supporting payroll and employee records requested by carriers, auditors, or administrators.

Reporting & Compliance

1. Maintain accurate payroll and benefit records in Paylocity, QuickBooks, and applicable benefit systems.
2. Generate payroll, benefit, insurance, and audit reports.
3. Assist with ACA, COBRA, HIPAA, ERISA, FMLA-related benefit administration, and other applicable requirements.
4. Maintain organized and confidential records and supporting documentation.
5. Assist with internal and external payroll, benefits, insurance, 401(k), and workers’ compensation audits.

Employee Support & Communication

1. Serve as a knowledgeable resource for employees regarding benefit plans, eligibility, enrollment, coverage, and available resources.
2. Respond to employee benefit questions professionally, confidentially, and within established service expectations.
3. Assist employees with understanding benefit options without providing financial, tax, or legal advice.
4. Help employees resolve benefit and insurance issues by communicating with carriers, brokers, third-party administrators, and other vendors.
5. Develop and distribute benefit communications, reminders, enrollment materials, and educational resources.
6. Conduct or assist with benefits education sessions.

Requirements

Qualifications:

1. Two to four years of experience in payroll, benefits administration, Human Resources, accounting, or a related field preferred.
2. Experience with Paylocity or another payroll/HRIS system preferred.
3. QuickBooks experience preferred.
4. Experience with payroll reconciliation, insurance billing reconciliation, 401(k) administration, and workers’ compensation audits preferred.
5. Strong organizational, analytical, mathematical, and problem-solving skills.
6. Ability to work independently, meet deadlines, maintain confidentiality, and communicate professionally.
7. Healthcare or multi-state payroll experience preferred.
8. Ability to influence others through professional, respectful communication and positive, collegial relationships
9. Ability to work independently and cross functionally in teams to meet short-term and long-term deadlines
10. Demonstrates sense of urgency relating to timely completion of work
11. Ability to think critically and prioritize appropriately, despite interruptions
12. Demonstrated professional judgment and professional demeanor
13. Must be creative problem solver, innovative thinker and capable of independent action and decision making
14. Able to perform essential functions of the with or without accommodation
15. Demonstrates strong ability to multi-task. 
16. Is interested in continuous learning. 

Physical Requirements:

1. Ability to sit and work at a computer for extended periods.
2. Ability to communicate effectively in person, by telephone, and electronically.
3. Ability to occasionally lift and carry office materials and supplies.
4. Regular attendance and punctuality are essential functions of the position.