Payroll and Benefits Specialist

Description

Under the general supervision of the Director of Human Resources, the Payroll and Benefits Specialist performs a variety of technical and para-professional duties in support of the Human Resources Department. Maintains payroll and benefit record requirements for accounting of salary, benefits, accruals, and deductions. Provides information and assistance to City staff and the public.

ESSENTIAL FUNCTIONS

• Processes payroll, benefits, and technical transactions for the City in compliance with all applicable Federal, state, and local regulations and procedures.
• Enters payroll, benefits, and related data into computer systems and maintains information system databases; processes transactions, validates data, and compiles documentation.
• Maintains and organizes payroll records, ensuring compliance with applicable retention policies and accessibility for audits and reporting.
• Maintains and processes all documents for payroll; reviews, edits, adjusts, and runs checks for payroll; prepares various reports related to payroll and fringe benefits.
• Prepares, verifies, and files monthly, quarterly, and annual payroll reports, including W-2 and 1095 forms; ensures accurate and timely submission and distribution to employees and government agencies.
• Assists employees, supervisors, business managers, and department heads with employee timekeeping and HRIS problem resolution; runs bi-weekly timecard approval, zero-hour, leave, and other payroll preparation reports.
• Processes a variety of garnishments, child support information requests, and verification of employment requests, including wage verifications, accrual transfers, etc.
• Manages and processes pay-impacting Personnel Action Forms.
• Calculates and submits manual checks and prior-period pay adjustments as needed.
• Assists in administering employee benefit programs, including assisting employees with forms, researching information, answering questions, resolving problems, updating benefits in the City’s HRIS, and assisting with annual Benefits Open Enrollment.
• Manages electronic data interfaces (EDIs) for benefits, including health savings accounts (HSAs) and flexible spending accounts (FSAs); audits and corrects benefit carrier EDI file feed errors and discrepancies to ensure accuracy.
• Prepares, verifies, and reconciles benefit invoices; ensures proper deduction management and vendor payments.
• Supports the integration of payroll and benefits accounting activities, including monthly reconciliations, deduction accuracy, and vendor communication.
• Acts as a qualified benefits plan subject matter expert responsible for ensuring compliance with payroll and benefits requirements.
• Maintains the City's Benefits Guide Booklet and related communications. 
• Facilitates benefits enrollment meetings, prepares enrollment materials, and assists employees during the annual benefits enrollment process.
• Serves as the initial point of contact for Worker’s Compensation claims; prepares and processes claims, tracks leave, enters leave time on employee timecards, and coordinates with Human Resources Generalist to verify employee return-to-work status.
• Serves as the primary Leave Management contact for FMLA, Short-Term Disability (STD), Military Leave, Worker’s Compensation, and other paid or unpaid leave types; processes applicable paperwork, tracks leave, and ensures compliance.
• Provides oversight and direction to vendors/carriers to resolve benefit-related issues.
• Facilitates employee health and "Wellness at Work" events.
• Performs general administrative support and other duties as required.
• Serves as back-up to other HR staff as assigned.

ADDITIONAL JOB FUNCTIONS

• Uses a variety of computer software programs such as Microsoft Word, Excel, Outlook, HRIS software.
  • Extensive Excel use required.  Ability to use reference functions such as VLOOKUP, pivot tables, etc.
  • Paycom payroll experienced strongly preferred. 
• Performs other duties as assigned

SUPERVISORY RESPONSIBILITIES

• None

Qualifications

QUALIFICATIONS

• Associate's or bachelor's degree in business administration, accounting, or related field and experience processing payroll and benefits. Governmental payroll and benefit experience is preferred or an equivalent combination of education or experience.
• Experience managing payroll and benefits for an organization.
• Strong attention to detail and accuracy along with experience managing time sensitive processes and information.
• Must be well versed in Excel lookup and reference functions such as VLOOKUP, pivot tables, formula usage, etc. 
• Cooperates with others to accomplish common goals; works with employees within and across departments to achieve shared goals; treats others with dignity and respect and maintains a friendly demeanor; values the contributions of others
• Works cooperatively with others, inside and outside the department and organization, to accomplish objectives to build and maintain mutually beneficial partnerships, leverage information, and achieve results.
• Able to manage multiple projects; able to determine project urgency in a practical way; uses goals to guide actions; creates detailed action plans; organizes and schedules people and tasks effectively
• Ability to write and speak effectively, using conventions proper to the situation; ability to state own opinions clearly and concisely and demonstrate openness and honesty; Ability to listen well during meetings and feedback sessions and explain reasoning behind own opinions; ability to exercise a professional approach with others using all appropriate tools of communication; uses consideration and tact when offering opinions
• Experience exercising good judgment by making sound and well-informed decisions; ability to perceive the impact and implications of decisions; ability to make effective and timely decisions, even when data are limited, or solutions produce unpleasant consequences.