Payroll & Benefits Specialist

Description

OVERVIEW:

Seeking an HR Payroll and Benefits Specialist, who brings a high level of attention to detail and ability to shift competing priorities effectively. The HR Payroll and Benefits Specialist supports Human Resources, Administration and Distribution Center Teams. This position is responsible for the full cycle payroll processing within multiple states, handling the end-to-end payroll and payroll related functions including benefits, on-boarding and off-boarding. This role also serves as the Human Resources representative at Gardener’s Distribution Center.

RESPONSIBILITIES:

PAYROLL

• Serve as primary owner of the biweekly payroll process of all companies. This includes training supervisors, receiving and ensuring payroll processing is accurate, timely and adheres to all state and federal regulations while ensuring confidentiality of the data and information.
• Serve as the company’s primary person to organize and manage irregularities and upgrades to payroll and/or benefit systems.
• Provide feedback and reports to the management team to assist with compliance with payroll and benefit policies and procedures.
• Reconcile payroll deductions and contributions to various benefit plans and other measures.
• Maintain accurate, current, highly confidential personal and benefit information in personnel file systems (i.e., personnel filing systems).
• Provide information to authorized persons and organizations, such as credit bureaus, finance companies and other employers on current and former employees.
• Assist with managing the Human Resources Information System (HRIS) including training/assisting supervisors with timekeeping and approvals.

BENEFITS

• Educate and advise employees of their benefits options and communicate all the changes and necessary information regarding benefits
• Manage administration of all health and wellness and retirement benefit plans to encompass the entire lifecycle including hiring, enrolling, change in status, and terminations
• Enter and maintain clean and accurate benefits records in payroll and carrier systems. 
• Maintain employee files and data in accordance with accepted records management principles.
• Assist in annual renewal discussions and processes including working with brokers, preparing census data, preparing employee info once decision is made and organize open enrollment.
• Coordinate with Broker to design and distribute materials for benefits orientation and open enrollment
• Coordinate various brown bag meetings for benefits education, retirement planning and ESOP
• Reconcile and approve monthly and weekly billing for all vendors: Medical, Dental, Vision, Cafeteria Plan, STD/LTD, Life, Voluntary Benefits, COBRA, Travel Abroad Insurance, ESOP, 401k and Audits.
• Short Term/Long Term Disability Management - Coordinates Short Term Disability/Long Term Disability process once leave is approved – this includes processing paperwork and serving as primary liaison between employee, supervisor, HR and insurance provider.  Process third party sick pay for payroll.
• FMLA Management – Coordinate the FMLA process once leave is approved – this includes processing paperwork, primary liaison between employee, supervisor, HR and insurance provider.  Maintain FMLA tracking.
• Coordinate Personal Leave of Absence once leave is approved
• Ensure compliance with applicable government regulations. Ensure timeliness and accuracy of required reporting and fees.
• Provide annual census data to the Third-Party Administrator for both 401(k) and ESOP – provide accurate accounting of all Regular and seasonal employee hours, deductions, demographics.  
• Coordinate the delivery of ESOP statements to active and inactive employees.
• Manage administration of the ESOP payout and diversification process which includes participant communications, managing participants and coordinating payouts with the bank.  Reconcile payouts and diversifications.

DISTRIBUTION CENTER

• Support management with the hiring process, including the annual job fairs, seasonal hiring, and initial phone interviews. Ensure all paperwork is completed and submitted to the Human Resources Department.
• Participate in the employment application and recruitment process as needed.
• Manage exit interview process.
• Communicate staff changes including resignations, changes in status or roles.
• Be the onsite person responsible for carrying HR messaging including updating boards, distributing information, and coordinating necessary sign-ups for events.
• Work with Human Resources to plan, lead, coordinate, and execute employee events, as in line with Gardener’s Supply overall cultural initiatives. These events include special holiday events, good works campaigns, among others.
• Maintains a broad understanding of the work of the Distribution Center and its operations.
• Be the onsite HR Representative to manage employee relations and performance deficiencies for all employees in the DC.

COMPLIANCE & ADDITIONAL DUTIES 

• Maintain compliance calendar to ensure accurate and timely execution, including ACA, 5500, Employee Notices and other items.  Coordinate necessary laws within the HRIS system and services.
• Prepare and file quarterly Health Care Contribution Tax filing and payment – WHT-436 Vermont Only
• Prepare and file EEOC reports, PCORI tax forms, and other required tax and benefit liabilities.
• Worker’s Compensation and Safety backup.

Support HR functions with other endeavors including, but not limited to, onboarding and orientation, employee engagement events, and survey.

Qualifications

REQUIREMENTS:

• At least 4-5 years of experience in Human Resources, accounting, administration or related field
• Minimum of high school diploma or equivalent required; some college-level coursework preferred
• Solid PC skills, with a focus on the MS Office package, and the Internet
• Must be organized with great attention to processes and details
• Documented experience where attention to detail was required
• Excellent customer service skills required
• Ability to work independently
• Strong written and verbal communication skills
• Experience juggling multiple priorities
• Demonstrated experience working with highly confidential information
• Maintain a positive work atmosphere by acting and communicating in a manner so that you get along with customers, clients, co-workers and management