Payroll & Benefits Administrator
Posted Nov 06
This position is responsible for the oversight and daily operation of the District's centralized payroll function and benefits processing and billing administration. Employee performs complex work duties including payroll processing and scheduling, coordinates collection of data from all District departments, and acts as liaison to District Departments with regard to payroll-related issues, and ensures paychecks, direct deposits and earning and leave statements are properly distributed each pay period for all District staff. Position also monitors the District's payroll vendor, ensuring that vendor is meeting standards of performance and contractual obligations. This position has interaction with all levels of staff, from senior management to general staff relating to technical issues, and the District's Senior Accountants for interface of payroll expenses to the general ledger. Position also is responsible for oversight and coordination of the District's benefits record keeping and billing, and the department's daily office operations. Works with a general outline of tasks to be performed within areas defined below and, with minimal supervision, develops work methods and sequences to successfully accomplish same within designated time frames. Position operates independently with general oversight and evaluation provided by the Director of HR & Strategic Planning.
Essential Duties & Responsibilities:
Performs all payroll duties including, but not limited to: Process paperwork for new employees and enter employee information into the payroll system, balancing and controlling earnings and deductions, inspecting automated system output such as registers and standard reports, determining and correcting out-of-balance conditions, Issue and record adjustments to pay related to previous errors or retroactive increases., preparing and filing tax reports, gathering payroll data for including in financial statements and researching and preparing special reports for senior management, calculating special pay provisions and processing garnishments and levies. Performs maintenance of payroll data, tax and benefit information, preparation of payroll reports and statements, and audit of payroll items for compliance with applicable policies, laws and regulations.
Performs maintenance of payroll and related financial records using an automated and integrated finance and payroll system.
Provide information to employees and managers on payroll matters, tax issues, benefit plans, and collective agreement provisions.
Receives paychecks and leave and earning statements from the payroll vendor and ensures timely distribution to all employees by payday.
Maintains knowledge of federal and state tax laws as they pertain to employee pay, and provides notice to supervisors and employees in advance of changes that will affect employee pay checks.
Manages the generation of annual W-2 statements and coordinates any corrected W-2 forms required. Distributes W-2 forms with the second pay date in January of each year with payroll vendor.
Trains assigned staff and other employees in various departments on proper payroll processes and procedures.
Responds to questions from supervisors and employees concerning payroll calculations and leave entries.
Notifies departments of errors on payroll and attendance record forms.
Maintains electronic and paper-based benefits records, including enrollments & termination records for all benefits plans.
Completes timely & accurate processing of all benefits status changes throughout the year (enrollments, terminations, changes) in the District's benefits programs
Reconciles employee benefit billings for accuracy and conformity with specifications and employee records.
Maintains maintenance and integrity of HRIS system as it relates to benefits data, including data entry and report production of all information into and from the HRIS system.
Coordinates with HR Administrator/Benefits to ensure
Existing and new benefits programs are adaptable to standardized computer and reporting systems.
Maintenance & timely production of benefit information and statistical and census data as necessary for actuaries, insurance carriers, brokers and Director of Human Resources.
Reporting/ Data Management:
Personnel Files:Maintains personnel files, electronically and hard-copy, ensuring all required data is filed and maintained in accordance with department procedures and in compliance with State retention requirements;
Reports:Maintains and creates spreadsheets, databases and filing systems to track enrollments, transaction and coverage levels for benefit plans. Utilizing Excel, Word &/or HRIS/payroll programs produces and/or maintains department's reporting as directed to reflect current &/or historical information, within designated time frames and format requested (document, spreadsheet, etc.).
Documents:Maintains and keeps current all HR "SOP's" on network for department access, and HR "Forms" folder on network for all District access, ensuring most current documents are accessible.
Archiving: Coordinates annual departmental purging/storage of files, and coordinates transfer and/or scanning of same.
Public records/ Employment Verification requests: Accurately processes all requests received within designated/required time frame(s).
Handles incoming calls to provide information regarding HR-related matters and ensures messages are relayed to appropriate party to ensure expedient response.
Facilitates the collection and coordination of various data (i.e. surveys, employee acknowledgements, performance evaluations, etc.) for logging and filing.
Assist in overseeing and processing records maintenance of incoming documents from other departments/employees, ensuring successful completion of same through required District and/or HR processing
Prepares business correspondence and/or effectively presents information and responds to requests/questions from internal/external contacts, including but not limited to District managers and staff, vendors, residents and the general public.
Keeps current with District and Department policies and changes/updates to ensure the ability to abide by and enforce same as it relates to daily duties and responsibilities.
Accounts Payable: Reviews and codes bills for Director approval, ensuring data is correct and charges are allocated correctly to responsible entity/District
Office Supplies: Maintains and orders office supplies keeping within budget cost guidelines. Keeps copier trays stocked daily.
Correspondence:Responsible for processing daily mail, including retrieval, distribution within department, and coordinating bulk distribution of employee communications (i.e. benefits, training, etc.) Assists in proofing department materials for accuracy prior to distribution
Filing:Keeps efficient and easy-to-use filing systems, both electronically and hard-copy, for all correspondence, faxes, documents & memoranda; Organizes and maintains filing for Director.
Supports overall Human Resources function as needed on a daily basis by assisting and/or serving as back-up to all other Human Resources staff as needed, including conducting new hire and/or benefits orientation as needed
Works independently and ensures completion of all projects in a timely manner.
Confirms priorities of daily workload with HRD on a regular basis in order to complete/manage multiple tasks within required deadlines.
Initiates new projects/tasks and fosters a teamwork environment.
Attends Human Resources training classes/webinars to increase knowledge of Human Resources practices.
In case of emergency or crisis situation (hurricane, flood, etc.) position may be required to respond/perform recovery duties as assigned by immediate supervisor.
Performs other related duties as assigned
HS diploma/GED required Associates degree or higher preferred; 3+ years related HR/Payroll experience and/or training; or equivalent combination of education and experience.
Minimum of 3 years progressively responsible experience involving automated payroll &/or tax processing and related computer applications preferred.
Proven intermediate or better ability in Microsoft Office programs (Microsoft Word, Excel, PowerPoint, and Access);
Governmental accounting/auditing experience preferred. Considerable knowledge and /or experience of the principles and practices of accounting, public administration and payroll procedures.
Considerable knowledge of federal, state, and local laws as they relate to payroll.
Ability to prepare accounting statements and reports, analyze & interpret budget and accounting data and express findings completely and concisely verbally and in writing.
Proven ability utilizing automated payroll, accounting &/or general ledger systems
Proven ability to successfully
interact with diverse customer population while providing excellent customer service.
organize various and diverse data, successfully multi-task, and work under pressure in a fast paced environment to meet multiple demanding deadlines.
review, and accurately classify, categorize, prioritize, and/or analyze data and/or information.
interpret instructions furnished in written, oral, diagrammatic, or schedule form to produce required information.
exercise independent judgment to adopt or modify methods and standards to meet assigned objectives.
Ability to periodically work flexible schedule required to assist in special projects/programs during the course of the year.
Excellent written and verbal communication skills and professional appearance and demeanor.
Successful completion of background check and drug screening.
CERTIFICATES, LICENSES, REGISTRATIONS:
Valid Florida Driver's License.
Fundamental Payroll Certification (FPC) preferred
Certified Payroll Professional (CPP) required within (1) year of hire
Employee must currently possess, or must obtain ICS 100, 200, certificates within first 6 months of employment.
Position regularly requires the use of office equipment, including but not limited to telephones, personal computers and productivity software; copier, printers, scanners, and fax machine;
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The employee is:
Frequently required to sit for long periods of time, work on computer, stand, bend, talk, and hear, required to walk, use hands, reach, and handle or feel objects or controls.
Occasionally required to lift and or move up to 25 pounds.
Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
All full-time, and some part-time, positions are Charter School eligible, Category 2.
If additional information is needed please call The District Human Resources Department at 352-674-1905.