Payroll and Benefits Specialist

The Payroll & Benefits Specialist manages benefit plans in the ADP payroll system, enrolls employees and officers into all benefit plans, and monitors time sheets and leaves of absences. This position manages the payroll and time and attendance system along with the weekly payroll functions. This position is responsible for maintaining the employee pension process. This position also prepares and performs a variety of work associated with special projects, and processes correspondence and special documents.

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.

ESSENTIAL FUNCTIONS: This job description should not be interpreted as all inclusive. It is intended to identify the essential functions and requirements of this position.You may be requested to perform job-related responsibilities and tasks other than those stated in this job description.

• 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.

MATERIALS AND EQUIPMENT USED:

Computer/Printer Calculator Facsimile Machine Photocopy Machine

Scanner

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:

• Knowledge of English grammar and punctuation.
• Ability to determine the most effective and efficient method to accomplish work objectives and goals and to work with minimal supervision.
• Ability to maintain the strict confidentiality of the nature of the work and section.
• Ability to learn the broad scope of section operations and services to represent the NSP and the HR Manager and to serve as an information resource, helping in a timely and effective manner.
• Knowledge of effective and efficient record keeping practices and procedures.
• Ability to maintain databases.
• Knowledge of basic mathematics.
• Ability to follow through on the details of the duties and ongoing projects.
• Ability to work effectively and efficiently on several projects at once with frequent interruptions and limited supervision without becoming frustrated or disorganized.
• Ability to plan, organize, and prioritize work in order to accomplish work in compliance with quality standards and deadlines.
• 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 gain and maintain a good working/professional relationship with all levels of NHQ staff.
• 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.
• Ability to uphold the policies and procedures of The Salvation Army.
• Knowledge of ADP, MS Word, Excel, and Adobe Acrobat Professional. Familiarity with MS Access, Publisher, and Power Point is desirable.
• Ability to learn and become proficient in specific computer software.
• Knowledge of research skills.
• Basic knowledge in the use of graphics.
• Ability to answer the telephone in a courteous and tactful manner.

MENTAL AND PHYSICAL ABILITIES:

• Ability to meet attendance requirements.
• Ability to read, write, and communicate in the English language.
• Detail oriented.
• Ability to perform basic mathematical computations.
• Ability to type and enter information into the computer.
• Ability to proof/edit and format documents accurately.
• Ability to sort and file items alphabetically and in an accurate manner.
• Ability to organize own work.
• Willingness and ability to learn new software programs as necessary.
• Duties are usually performed seated. Sitting may be relieved by brief or occasional periods of standing or walking.
• Limited amount of physical effort required, associated with walking, standing, and lifting and carrying light objects (less than 25 lbs.) 5-10% of work time.
• Ability to operate various general office equipment.
• Ability to meet deadlines.
• Ability to concentrate and pay close attention to detail with constant breaks in concentration associated with answering phones and personnel interruptions.

WORKING CONDITIONS:

Work is performed in a normal office environment where there are few or no physical discomforts associated with changes in weather or discomforts associated with noise, dust, dirt, and the like.

The Salvation Army reserves the right to reassign, to revise the job description, or to require that different or additional tasks be performed based on the organization’s need or when circumstances change.

All employees recognize that The Salvation Army is a church and agree that they will do nothing as an employee of The Salvation Army to undermine its religious mission.