Payroll Specialist

Job Summary:

The Payroll/Benefits Specialist is responsible for payroll and benefits administration and is part of the Administrative Services team, which includes Finance and Human Resources. The Payroll/Benefits Specialist is responsible for monitoring all tasks as necessary to accomplish the organization's payroll and benefits processing objectives, including journal entry preparation, and ensuring that the facility's pay structure is fair and equitable. Most of the employee's time is spent planning, coordinating, and processing the functions of payroll, benefits, and various Human Resources functions.

This position requires an extremely detail oriented person, as well as flexibility to assist and support the Human Resources team achieve overall departmental goals.

Principle Duties and Responsibilities:

Payroll

• Responsible for entire payroll process, updating database, time clock data entry, processing checks, managing deductions, payroll taxes, payroll reports, annual reports, plus quarterly and yearly processing, etc.
• Ensuring timecards are completed accurately by department managers.
• Back up for Administrative Services Director in completion of payroll journal entries for month end.
• Assist Administrative Services Director with forecast and preparation of projected payroll and benefits data for annual budget. Provide data to CEO for review.
• Ensure all department managers are following payroll policy and procedures.
• Assist Administrative Services Director with preparation and review of payroll & benefits budget analysis report after each bi-weekly payroll and at month-end, research discrepancies/variances with department managers and present findings to CEO.
• Ensure that all employees are classified to the proper department for cost reporting purposes.
• Responsible for reviewing and recommending changes to pay structure. Pay structure refers to the process of setting up the pay for a job in an organization. Pay structures are the strong determinant of employee's value in the organization. It helps in analyzing the employee's role and status in the organization. It provides for fair treatment to all employees.
• Responsible for entering all payroll increases annually. Ensure that all documents are signed by the employee and manager.
• Responsible for entering all status changes into the payroll system.
• Responsible for processing longevity (1st pay in December), personnel leave day payout (1st pay in January) and insurance waiver (1st pay in February).
• Ensures personnel files are updated and maintained with appropriate documentation regarding payroll information in accordance with facility policy and procedure.
• Administering FMLA and COBRA Benefits.
• Responsible for benefits management: Section 125, Health Insurance, Delta Dental, COBRA, Life Insurance, Disability, including month-end reconciliations to invoices.
• Complete DHS Employment Forms and requests for payroll information from other entities.
• Schedule in person meetings with benefit eligible employees to ensure timely completion of enrollment documents. Answer payroll and benefit inquiries and resolve all discrepancies as they arise.
• Daily Filing
• Complete daily huddle with Human Resources to discuss daily priorities and work as a team to develop a plan to complete tasks
• Complete assigned internal audits in Human Resources to ensure compliance.
• Essential member of the Employee Recognition team and assist with various employee recognition events.
• Co-Chair BeWell Program with Therapy Manager.

Knowledge, Skills and Experience Requirements:

• Prefer bachelor's degree or the equivalent years of experience plus specialized payroll & benefits experience (Fundamental Payroll Certification (FPC), Certified Payroll Professional (CPP), Certified Employee Benefit Specialist (CEBS)), specialization may be obtained after obtaining position, but no later than 3 years after obtaining position. Specialization/Certification training may be done online or web-based.
• Must have excellent mathematical abilities.
• Excellent computer skills in a Microsoft Windows environment. Must include Excel and demonstrated skills in database management and record keeping.
• Knowledge of payroll and benefit systems.
• Evidence of the practice of a high level of confidentiality.
• Ability to comprehend instructions, organize time and complete tasks with minimal supervision. Ability to adapt to frequent changes in routine. Competent with personal computers, spreadsheet software, standard office equipment (fax, copier, postage machine, etc.), four line phone system, etc.

 

• Physical Requirements: Must be able to lift up to 25 lb. when needed. Bends, lifts, carries, pushes and pulls various equipment or residents throughout the workday. This position requires the ability to perform the essential functions described. These functions are not limited to the following requirements. Reasonable accommodations will be made to otherwise qualified applicants unable to fulfill one or more of these requirements.