HR Specialist: Payroll & Benefits

GENERAL DESCRIPTION OF POSITION

The HR Specialist (Payroll and Benefits) is responsible for performing a variety of human resource functions to support the HR departments objectives of providing timely accurate efficient and effective customer service to all types of personnel related to all functions of human resources such as but not limited to payroll administration benefits administration safety and workers compensation program management benefits and wellness education leave of absence management and HRIS management related to payroll compensation and benefits. The main duties of the HR Specialist will include processing payroll and related tasks providing education regarding benefit options conducting meetings regarding benefits and/or benefit related programs including leave of absences ensuring all staff are enrolled in correct coverages and reconciling all benefit invoices and serving as a link between management and employees by handling questions interpreting and administering polices and helping resolve work-related problems.

ESSENTIAL FUNCTIONS

This position requires face to face interactions with staff board vendors and the general public on a daily basis to accomplish all essential functions of the position.

• PAYROLL ADMINISTRATION: Responsible for processing employee payroll including salary hourly and contract workers ensuring accuracy on-time payment compliance with federal state and local laws related to wage and hour/payroll and confidentiality to include but not limited to maintaining and updating payroll related data including hours worked time-off stipends incentives benefits deductions and expense reimbursements in the payroll system; processing payroll on biweekly basis on time ensuring compliance with federal state and local payroll and tax laws including withholding reporting and remittance of payroll taxes maintaining detailed payroll records including employee earnings taxes and deductions and keeping them organized and secure for compliance reporting and audits maintaining and updating HRIS as it relates to payroll and compensation calculating and processing benefit deductions retirement contributions and match creating and processing personnel action forms direct deposit forms W-4 forms voluntary deduction forms child care deductions benefit enrollments and termination deductions reconciling enrollment to carriers statements to ensure employees are properly enrolled and deductions/memos are accurate in the HRIS qualifying events retirement elections and changes retirement match memos auto pays all fringe benefits department changes position changes allocation changes longevity awards accurately calculating pay for salaried new hires and terminations and accurately calculating Vacation payouts; reviewing the time and labor management system to ensure all time cards are accurate and time transactions for missing or incorrect punches are edited all leave requests or leave for absences for the pay period have been entered or approved/rejected all types of pay (regular overtime vacation sick holiday incentive united way jury bereavement etc.) are properly applied and follow any applicable policy and accurately import the data into the HRIS for payroll processing; reviewing the expense management system to ensure all applicable mileage and expenses have been approved processing all mileage and expenses for payment and downloading necessary reports; generate payroll reports pay stubs year-end tax forms and other required reports; reconciling the payroll check register to the Payroll Excel Spreadsheet to ensure that pay and allocations are accurate resolving payroll discrepancies by collecting and analyzing information submitting payroll timely accurately and compliantly with regards to deadlines payroll laws and regulations; responding to inquiries regarding pay taxes deductions and payroll related matters. Responsible for processing all retirement contributions reconciling all deductions to the applicable deduction and memo reports properly calculating employer-match to ensure all requirements are met uploading the contributions to the retirement provider approving confirming funding to complete the process and meeting all compliance requirements for the retirement plan. Responsible for determining pay periods pay dates setting deadlines for employees and management updating applicable systems and calendar invites for these deadlines and communicating any updates and changes; provide the accounting department and other departments as required with all required reports; assist with the annual retirement census and audits for third parties such as accounting auditors workers compensation auditors and retirement auditors regarding compiling and reconciling all required employee reports payroll reports hours worked reports and other supporting payroll or employee related documentation for auditing purposes; complete wage compensation surveys; conduct compensation audits to ensure paygrade adherence; obtaining distributing and filing copies electronically on the network quarterly and annual tax documents such as 941 Texas Quarterly UI W-2ss 5500 or other payroll related reporting requirements. (40%).
• BENEFITS ADMINISTRATION: Responsible for all benefits administration and compliance to include having a detailed understanding of all benefits offered to include but not limited to ensuring accuracy compliance with federal state and local laws related to benefits and confidentiality maintaining and updating HRIS as it relates to benefits plan details policies and procedures regarding all benefits; administering open new hire qualifying events and COBRA benefits enrollment to include but not limited to monitoring reviewing and reporting all benefits utilization planning and executing open enrollment periods which may include benefits fairs information sessions and online enrollment systems updating benefit summary guides and flyers securing and filing benefits documentation including claim forms plan summaries and enrollment materials conducting open and new hire enrollment meetings maintaining separate medical files for each employee assisting employees with benefit questions issues and/or requests ensuring benefits are activated or terminated when necessary and point of contact with broker and HRIS representative(s) for benefits annual renewal process and addressing claims related issues; collaborating with benefit providers insurance carriers and vendors to resolve issues and improve service; addressing employee questions concerns and issues related to benefits and provide support for benefit-related questions and problems. ensuring compliance of all benefits related regulations and laws such as COBRA FMLA ERISA GINA and ACA to include assisting employees with all types of leave of absences and required paperwork accurate reporting on 1094s and 1095s ensuring ERISA wrap and PoP documents are up to date and all reporting related to benefits maintaining and updating benefits information/links/forms in HRIS and employee portals. reviewing and reconciling benefit invoices; reporting benefit utilization In addition promoting benefits related programs through education and staff support. (25%)
• LEAVE OF ABSENCE & ACCOMMADATION MANAGEMENT: Responsible for developing maintaining and updating policies procedures and forms related to leave of absences and accommodations ensuring compliance with applicable laws and regulations including but not limited to; educating employees about their rights and responsibilities when it comes to requesting and taking leaves of absence; providing information on available leave options; receiving and processing leave requests ensuring proper documentation is submitted; review requests for eligibility and completeness; communicating with employees regarding the status of their leave requests including approvals denials or requests for additional information; communicating changes and/or pertinent information regarding leave of absences and/accommodations creating and conducting training for supervisors maintaining and updating HRIS as it relates to leave of absences coordinating with various stakeholders including HR managers and legal counsel to ensure leave requests are appropriately managed and in compliance with relevant laws; maintaining accurate records of all leave requests approvals and denials; ensuring confidentiality and data security; staying up-to-date with federal state and local laws regarding leaves of absence and accommodations including the Family and Medical Leave Act (FMLA) and the Americans with Disabilities Act (ADA); facilitating the return-to-work process for employees on leave ensuring a smooth transition and any necessary accommodations. (17%)
• WORKERS COMPENSATION MANAGEMENT: Responsible for developing maintaining and updating policies procedures and forms related to workers compensation claims management and reporting; ensuring that workplace injuries and incidents are reported promptly and accurately by employees and managers; handling the workers compensation claims process including reporting claims to the insurance carrier assisting employees in completing claim forms and monitoring the progress of claims; investigating workplace incidents to determine the cause and identify any corrective actions needed to prevent future incidents; maintaining and updating HRIS as it relates to workers compensation and safety; keeping injured employees informed about the workers compensation process their rights and responsibilities and any available benefits; collaborating with the injured employee medical professionals and managers to develop return-to-work plans that accommodate restrictions and medical requirements; maintaining records of workers compensation claims expenses and related documents; ensuring compliance with recordkeeping requirements; implementing strategies to control workers compensation costs such as early return-to-work programs and safety initiatives; creating and conducting training for supervisors; providing customer service to employee inquires and communicating changes and/or pertinent information regarding workers compensation to the organization; staying informed about state-specific workers compensation laws and regulations applicable federal laws and ensure compliance with reporting and filing requirements; providing training to employees supervisors and managers on workers compensation processes and the importance of safety in the workplace; developing and implementing safety programs and initiatives to prevent workplace injuries and promote a culture of safety. (10%)

OTHER FUNCTIONS

• Responsible for collecting data from various resources entering in data updating and sending required reports to track various analytics related to staff payroll overtime projections benefits compensation safety wellness workers compensation transfers/promotions applicant tracking department expenses and budget completing check requests updating the HRIS set-up to ensure all positions workers comp codes are up to date. (4%)
• Responsible for providing occasional back-up support to the other HR staff and the HR department in all functions as needed or required. (2%)
• Special projects or duties that may be assigned from time to time as deemed necessary by the VP of Human Resources. (2%).

QUALIFICATIONS

• Required: High School Diploma and minimum 5 years in human resources with experience and knowledge of payroll compensation benefits and related employment laws or a Bachelors degree in human resources or related field and a minimum of 2 years experience. Currently a Notary Public or has the ability to become one. Proficiency in Microsoft Office including Excel Outlook Word and Access as well as Adobe products. Experience working with Human Resources Information Systems and in a paperless work environment. Knowledge of modern office methods and procedures filing/scanning telephone techniques copier and office equipment. Effective oral and written communication skills as well as English usage spelling grammar and punctuation.

NECESSARY SKILLS

• Ability to demonstrate understanding and apply our Core Values which are at the heart of our organization and are embedded in all roles.
• Ability to maintain confidentiality at all times regarding all employees and personal information.
• High quality of work organization and planning skills problem solving and decision-making skills self-improvement and initiative adaptability and flexibility excellent communication skills ability to work well with others and independently and professionalism.
• Ability to align with Brighton Center Core Values.
• Client-centered awareness knowledge and abilities
• Ability to communicate effectively (written and verbal) with families staff board and community.
• Ability to work with others in a supportive professional and collaborative manner.
• Ability tomaintain data quality/integrity.
• Ability to multitask between dual monitor screens and multiple programs.
• Demonstrates behavior that is professional ethical and responsible.
• Ability to maintain a good working relationship with all co-workers and the general public and to use good judgment in recognizing scope of authority.
• Ability to perform duties with speed and accuracy without immediate and constant supervision.
• Ability to learn interpret and apply policies regulations laws and resolutions.

MENTAL & PHYSICAL DEMANDS

• Ability to maintain emotional control under stress and empathize with staff leadership vendors board and families we serve.
• Ability to maintain a high level of confidentiality.
• Ability to ensure personal accountability.
• Ability to use critical thinking and problem-solving skills for effective decision making and judgment.
• Ability to lift and/or move up to 20 lbs.
• Ability to drive personal vehicle on occasion and have/maintain personal auto liability insurance.
• Ability to remain seated for extended periods of time.
• Ability to monitor a computer screen for extended periods of time.

TOP COMPETENCIES

• Comfort Around Authority
• Conflict Management
• Organizational Agility
• Decision Quality and Problem Solving
• Time Management
• Integrity and Trust
• Managing through Processes and Systems
• Priority Setting

• Required: High school diploma or equivalent with at least sevenyears of experience in human resources with a strong focus on payroll compensation benefits administration and knowledge of related employment laws; or a bachelors degree in human resources or a related field and at least threeyears of relevant HR experience. Must currently hold a Notary Public commission or be willing to obtain one upon hire. Proficiency in Microsoft Office applications including Excel Outlook and Word is required along with experience using Paycom or another HRIS platform in a paperless environment. The ideal candidate will demonstrate strong written and verbal communication skills attention to detail discretion with sensitive information and the ability to manage complex administrative workflows with professionalism and integrity.