Covid vaccines encouraged, but not required

SHENANDOAH VALLEY WESTMINSTER-CANTERBURY

POSITION DESCRIPTION

TITLE: Payroll and Benefits Specialist DEPARTMENT: Human Resources

RESPONSIBLE TO: Director of Human Resources

JOB SUMMARY: Coordinates payroll and benefits functions for SVWC Human Resource department.

REQUIRED EDUCATION, EXPERIENCE, SKILLS, LICENSURE:

1. High School Diploma/GED or equivalent work experience required.
2. Computer proficiency required.
3. Organizational and time management skills required.
4. Ability to work with and relate well to others.
5. Ability to write and communicate clearly and accurately.
JOB REQUIREMENTS:
1. Support the mission and purpose of SVWC.
2. Support the Board of Trustees and Administration.
3. Present a professional, caring image.
4. Employment and annual Tuberculosis testing as required by Virginia State Licensure.
5. Must attend annually mandatory inservices required by the State Licensure and all other mandatory inservices and/or meeting required by other regulatory agencies and/or by SVWC.
6. Follows and supports the policies and procedures established by SVWC.
ESSENTIAL DUTIES/RESPONSIBILITIES:
Payroll:
• Processes and generates pay for all SVWC employees using an integrated HRIS. Responsible for the preparation and processing of biweekly payroll for three hundred employees; review and ensure accuracy of approved timesheets, track and deduct all garnishments and other special payroll deductions.
• Handle all inquiries arising from questions about payroll.
• Prepare bi-weekly and monthly remittances and check request for garnishments. Scan and email check requests to AP. Once approved by AP, process check requests through automated system. All payroll check requests are paid by direct deposit or ACH.
• Responsible for the coordination efforts between Human Resources and other departments to ensure proper flow and maintenance of employee data (including preparation/distribution of detailed reports, labor work, overtime, leave balances, employee count and retirement contribution reports). Notify supervisor and employee of PTO balance if near/exceeding PTO limit. 
• Completes and reconciles bi-weekly, monthly, quarterly and year-end taxes and payroll reporting to meet government requirements.
• Submits quarterly BSI tax reports electronically.
Safety/Workers Compensation:
• Responsible for tracking of accidents and injuries. Maintains OSHA Log and other safety records as required. Submits workers’ compensation claims online to the insurance carrier. Creates file and is responsible for follow-up with worker’s compensation injuries. Prepare census and meet with auditor for annual W/C audit.
• Participates in Safety Committee
Employee Performance Tracking:
• Maintains performance appraisal system. Notifies supervisors of schedule of performance appraisals due monthly. Maintain tickler file to keep these up to date. Informs Department Heads of upcoming performance evaluations and ensure that they are completed in a timely manner. Create a spreadsheet for employees eligible for annual performance evaluations, mail merge letters and PAFs for increases. Import new pay rates into UKG.
Benefits:
• Performs insurance enrollments and provides employees with assistance with insurance plan. Send insurance enrollments electronically to Anthem and Reliance weekly, more often if needed. 
• Coordinates 403(b) and 457(b) enrollment meeting scheduling. Remain abreast of all benefits and SVWC policies in order to answer employee questions. Also handle inquiries about vesting and rollovers for employees who leave the company or retire. Prepare census for annual Lincoln Retirement audit. 
• Maintains personnel and employee insurance files, including but not limited to keeping all employee data current in HRIS. 
• Prepares monthly remittances and check requests for group insurance payments.
• Schedules and conducts new employee benefit enrollments, to include preparing benefit packets, scheduling of enrollment meetings, processing paperwork and filing completed paperwork. Enter all benefit changes and new enrollments into HRIS, to include health, dental, 403(b), 457, and other. Provide up to date knowledge and a clear understanding of the company’s health plan benefits and coverage, deductibles, employer contributions and employee premiums.
Compliance
• Transmits quarterly pay records for compliance with Centers for Medicare and Medicaid Services (CMS) payroll-based journaling (PBJ) reporting requirements.
• Maintenance of CDL/DOT files. Updates driver records annually for employees authorized to drive company vehicles. Check driver records on new hires who will drive company vehicles.
• Tracks and updates CPR, First Aide and AED certifications in HRIS. Sends monthly notices to supervisors. Scan certification into UKG.
• Notifies employees of nursing and cosmetology license renewal and renews them online.
Employee Time Off/Leave:
• Enter all Personnel Action Forms into HRIS. 
• Responsible for processing and tracking family-medical leave, leave of absence, and short-term disability paperwork. Manage the paperwork and recordkeeping for employees’ FMLA leave. Correspond with employees’ physicians, maintain employee attendance records throughout the FMLA absence. Also coordinate employees’ return to work procedures. Follow up with employees and send flowers.
Other:
• Evaluates programs and efficiencies in areas of responsibility; monitors trends and provides analysis to HR Director; makes recommendations for improved departmental performance, organization, and system effectiveness.
• Responds to employment reference checks and employment verifications to include wage information.
• Appropriately document all employee-related issues as they arise for communication to the Human Resource Director or the Human Resource Generalist, as needed.
• Assist Human Resource Generalist as needed with the coordination of employee functions. Do functions sheets and work orders for functions, as requested.
• Must possess the ability to be calm in unusual circumstances and to exercise good judgment.
• Demonstrates initiative and flexibility in work habits as well as accuracy and attention to detail to ensure quality of finished work product.
• Interact in professional, caring manner with residents, resident’s families, visitors and staff.
• Cross trained and serve as backup for the Human Resource Generalist. Assist with new hire paperwork to verify all forms are complete, new employee orientation (when HRG is not available) assist new employees with setting up UKG on their phones, demonstrate the UKG employee portal.
• Process employee terminations and resignations. Notify supervisors and appropriate organizations when an employee is no longer employed. Enter COBRA information to third party vendor for eligible employees, send benefit letter to employee about when benefits end, mail final check, terminate in FullCount.
• Keep employee portal updated with birthday, anniversary, and event information.
• Track employee turnover and report quarterly to outside organization.
• Complete multiple census and wage surveys throughout the year.
• Scan all training records into HRIS.
• Run and scan monthly OIG and Sex Offender reports to the HR drive.
• Collect 5500 information for retirement audit.
• Assist Resident Association with calculating shares for Resident Gift, and print envelopes and lists for the RA. 
• Process ACA 1095 forms.
• Annual EEO report.
• Other duties as assigned.
AUTHORITY: Within areas of responsibility, to make administrative decisions under the guidelines of the compensation and benefits policies and procedures of the facility; make recommendations regarding programming, vendors, and contracts in applicable areas.
UNIVERSAL PRECAUTION RISK CLASSIFICATION:
Category A: The person holding this position understands Universal Precautions Risk
Classification categories apply to this position and the individual may be exposed to 
AIDS, HIV, and Hepatitis B viruses. Tasks involve exposure To Blood, Body Fluids, Or
Tissues. All procedures or other job-related tasks that involve an inherent potential for 
Mucous membrane or skin contact with blood, body fluids, or tissues, or a potential for
spills or splashed of them, are Category A tasks.

PHYSICAL REQUIREMENTS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform he essential functions.
VISION
• Must be able to visually identify and discern printed words on either typewritten pages or computer screen.
• Must be able to identify and differentiate colors.
• Must have depth perception within normal ranges.

HEARING

• Must be able to respond to spoken words and other auditory sounds including the ringing of telephone or beepers and monitors.
• Must be able to respond and communicate orally by telephone.

TOOLS AND EQUIPMENT

• Must be able to use, operate and interpret information from equipment in work area.

SPEECH

• Must be able to verbally communicate in the English language directly and over the telephone and be understood.

RANGE OF MOTION

• Must have mobility for all parts of the body, walking, bending, lifting, and reaching above head and use of hands.
• Must have manual dexterity, fine motor skills (typing, computer, etc.)
• Must be able to stand and/or mobilize by walking for 5% of a 10 hour shift.
• Some tasks may require sitting for 95% of the work day.

WORKING CONDITIONS

• Must be able to work under stress
• Must be able to work overtime.
• Must be able to utilize or wear protective equipment or apparel in accordance with OSHA standards.

MENTAL CAPACITY

• Must have mental capacity to fulfill the requirements of the job including problem solving, logic, communication and numerical calculations.
• Must be able to read and understand written instructions in English.
• Accurate recall and memory.
• Must be able to use judgment in making decisions and choices.
• Ability to analyze numbers and make basic mathematical calculations.

NOTE: This job description is not intended to be all-inclusive. An employee will also perform other reasonably-related job responsibilities as assigned by management as required. Shenandoah Valley Westminster-Canterbury reserves the right to revise or change job duties as the need arises. Moreover, management reserves the right to change job descriptions, job duties or working schedules based on their duty to accommodate individuals with disabilities. This job description does not constitute a written contract of employment