Payroll and Benefits Specialist

JOB SUMMARY:

Enrolls/terminates employees and officers into/out of benefit plans and researches any problems with enrollments and claims; answers employees’ questions on benefits; creates and maintains employee personnel files and time sheets; creates, maintains, and updates all assigned office databases/rosters; composes, types, processes, and files correspondence, minutes, documents, reports, forms, benefits billings, bulletins, agendas, projects, etc., for the area as directed by the Human Resources (HR) Manager and National Secretary for Personnel (NSP); assists with orientation; reports, processes, monitors, and processes and administers all leave-of-absence requests and disability paperwork: medical, personal, disability, and FMLA; assists with the planning of special functions as requested; serves as a member on the Special Events Committee on a two-year rotation basis; serves as backup liaison with temporary agencies in the absence of the HR Manager, and processes incoming/outgoing mail.

• Manages the process of the bi-weekly payroll cycle; reports any extra/short time to payroll according to policy; maintains all time sheet records; refers to the leave request and out of office calendar to ensure approved leave times have been inputted into ADP.

• Manages the enrollment of new employees and officers into benefit plans (health, life, disability plan, voluntary term life insurance, and flex spending accounts) and inputs enrollments/changes into payroll as appropriate and per departmental procedure. Serves as primary contact person to answer employees’ benefit questions; responsible for researching any problems with employee enrollments and claims for discussion with the HR Manager.

• Enrolls employees and officers into supplemental plan programs (Aflac and Legal Resources) and inputs enrollments/changes into payroll as appropriate and per departmental procedure; answers employees’ questions and explains programs as needed.

• Maintains and updates the health insurance program via website; responsible for monthly billing and submission to Finance for payment by the deadline; responsible for monthly billings of all supplemental insurance programs, long-term disability plan, voluntary term life insurance program, Aflac, and Legal Resources; submits the same to Finance for payment by deadline. Resolves any discrepancies with companies, if needed, prior to submission for payment.

• Manages employee pension enrollment (i.e., enrollment forms, faxing documents to THQ, and entering information into territorial database for pension processing).

• Maintains and updates assigned HR databases with information/employee information in an accurate and timely manner according to policy and procedure; cross trains with the recruiting specialist.

• Updates The Landing, QuickBase, and the ADP Welcome page monthly.

• Composes, types, processes, and files area correspondence, minutes, documents, reports, forms, agendas, projects, etc., in an accurate and timely manner as assigned by the HR Manager; gives HR correspondence to the HR Manager for review and/or signature.

• Responsible for all HR follow-up of benefits enrollments, correspondence, and form letters; creates and maintains a system to ensure and maintain timely follow-up.

• Manages the three-month evaluations per policy and procedure; responsible for follow-up of the same to ensure timely implementation.

• Enrolls employees into the pension plan; processes and reports the quarterly pension report to Eastern Territory Pension Bureau.

• Manages disability claims in a timely manner according to policy and procedure; tracks process until completion of the disability leave.

• Manages Family & Medical Leave requests into the computer rosters according to policy; sends out all necessary associated forms according to policy and in a timely manner; inputs absences into the electronic time clock program; tracks employee-required forms.

• Creates and maintains employee files.

• Updates and maintains employee personnel files in a timely manner; ensures all necessary documents are in the files; maintains the confidentiality of these files.

• Coordinates, as directed, along with the HR Manager special employee functions at NHQ, including annual outing, employee recognition, and other special outings as requested.

• Performs research as requested by the HR Manager.

OTHER RESPONSIBILITIES:

• Retrieves, sorts, and forwards area mail according to policy.

• Answers telephone in a courteous and tactful manner; schedules appointments; provides accurate and complete information regarding the section office operations and/or services.

• Serves as backup to the HR Manager to compose and post bulletins regarding employees as requested.

• Monitors, reports, processes, and tracks all leaves as well as time taken without pay.

• Maintains bulletin boards; posts all approved items and removes them in a timely manner.

• Tracks Mile Marker Club miles. Converts sick days to vacation days as per policy and upon request of participants.

• Serves as a member of the Special Events Committee on a 2-year rotation basis.

• Serves as the backup​ for front desk coverage as needed per the Front Desk and Mail Room Coverage policy. The receptionist will greet, assist, and provide direction and information to clients, visitors, and other guests of the organization and​ provide assistance to callers and visitors by answering questions and directing calls appropriately.

• Performs other related work as requested and as required.

MINIMUM QUALIFICATIONS REQUIRED:

EDUCATION AND EXPERIENCE:

High school diploma or G.E.D. equivalency required, supplemented by secretarial courses from a technical or vocational school,

and

four years’ experience performing a wide variety of progressively responsible administrative and technical support work in a general office environment, HR office environment preferred,

or

any equivalent combination of training and experience which provides the required knowledge, skills, and abilities.

LICENSES AND CERTIFICATIONS:

None.

KNOWLEDGE, SKILLS, AND ABILITIES:

Ability to maintain the strict confidentiality of the nature of the work and section.

Knowledge of effective and efficient record keeping practices and procedures.

Ability to maintain databases.

Knowledge of basic mathematics.

Knowledge of acceptable practices and techniques involved in report preparation: gathering, compiling, and assembling information into a final product for records, reports, minutes, etc.

Ability to assist in the planning and coordination of special programs and special events.

Ability to apply discretion and tact while handling sensitive personnel matters.

Knowledge of ADP, MS Word, Excel, and Adobe Acrobat Professional. Familiarity with MS Access, Publisher, and Power Point is desirable.