Payroll and Benefits Coordinator

Description

Position Summary:

Administers all payroll, benefits, and benefit invoice processing operations for approximately 200 plus full-time and part-time staff; prepares accounting transactions and documents, documenting and updating procedures, and preparing special reports.

Key Responsibilities:

Payroll

• Administers and accurately prepares TFP payroll for full time, part time, temporary, or PRN employees utilizing payroll reporting systems and processes semi-monthly payroll in compliance with applicable laws; determines proper payments and ensures payments reflect the correct pay, including but not limited to overtime and paid leave; process other payroll and personnel transactions as needed, including but not limited to pay increases, retroactive payments, and one-time payments.
• Oversees separations and final payments for departing employees and ensures compliance with applicable laws and the TFP policy; responsible for processing COBRA, and severance payments information and processing other separation transactions as needed.
• Processes and oversees all HRIS transactions and record keeping, including but not limited to processing new and rehired employees, separations, leave time records, grant funding sources, benefits, 403b loans, expense checks, voluntary deductions, unemployment, workers’ compensation and other changes as needed.

Benefits Administration

• Manages the employee benefits plans according to each plan’s rules and regulations; oversees enrollment and change forms for all benefits programs; notifies employees of pertinent benefits information including individual eligibility dates for retirement, disability, etc.
• Oversees open enrollment activities; uses independent authority to work closely with insurance brokers regarding open-enrollment meetings; prepares, collects and distributes appropriate materials.
• Answers routine questions from employees regarding benefits and/or facilitates communications with carrier advocates; conducts research of issues/problems and tracks resolution; consults with the CPBO on new and unusual issues.

Benefits Billing

• Reconciles invoices with monthly payroll reports and processes premium payments; sends mandatory benefits communications and updates; informs the CPBO of any unusual reports/invoices and obtains necessary signatures.

• Corrects any discrepancies in billing; arranges collection of employee underpayments; prepares premium reports and communicates with insurance carriers and other program vendors.

Training

• Trains new employees and directors on how to access and maneuver through the payroll and management side of the system; cross trains other employees on managing the payroll process and ensures employee backup is available to manage payroll and field questions when out on leave.
• Prepares training for new employee orientation and presents on payroll and benefits; reaches out to PRN/part time employees to get them on-boarded before they begin working for TFP.

Audits

• Performs periodic internal audits of various payroll areas and prepares materials for external or internal auditors.
• Prepares for workers’ compensation audits.

Other

• Works with the CFO to complete the 5500 qualified retirement and benefit documents for annual filing.
• Maintains MVR records and forwards DL to Frost for processing; ensures non-qualified drivers complete necessary document so they do not drive a company vehicle.
• Creates and updates standard operating procedures for daily, weekly, monthly processes for benefits billing and payroll activities.
• Prepares monthly employee and position statistics reports for CPBO
• Processes current and prior employment verifications.
• Ensures people benefit and payroll online folders are up to-date and old documents are purged or saved accordingly.
• Attends annual and on-going payroll and HRIS training to keep up with the latest processes.
• Performs other job-related duties as assigned.

Backup:

• Updates Active Directory and employee office phone numbers and title on SharePoint.
• Creates new hire IT login sheets and explains to employees during on-boarding process.
• Assists with reviewing TIMES timekeeping records and answers policy questions that pertain to PTO.
• Updates EZ Texting for new hires and separations and makes sure employees are added in the correct programs by their start date.

Qualifications

Requirements: Two-year degree in business administration or similar field and 1-2 years of experience in Human Resources OR 6 years or equivalent experience and knowledge may be accepted in lieu of educational requirements.

Licenses and Certifications:

Valid Texas Driver’s License

Paycom payroll system, preferably at least 3 years of experience

Fundamental Payroll Certification (FPC), Certified Payroll Professional (CPP) preferred.

Knowledge and Skills and Abilities:

• Knowledge of payroll practices.
• Knowledge of employee benefits and human resource practices.
• Knowledge and experience with time and attendance systems.
• Communicates in a professional manner using judgment and discretion.
• Consistently meet deadlines for the accomplishment of assigned tasks.
• Skilled in intermediate to advanced MSOffice, to include Excel, Word and Outlook.
• Ability to maintain confidentiality.
• Ability to travel to and attend special events and/or training events.

Mental and Physical Abilities: Must be able to spend prolonged periods of time working on the computer and telephone; able to lift to 20 pounds on occasional basis and to 5 pounds on a frequent basis; able to travel throughout the offices to represent the department; able to work under constant deadlines and interruptions; able to meet predictable and consistent attendance standards.

Working Conditions: Duties are usually performed seated with occasional periods of standing or walking. Limited physical effort is required associated with lifting and carrying objects (less than 25 lbs.). Work may be performed, but is not limited to an office environment.

Work Location: All work must be performed at the office.

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. The incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this job description.

Must demonstrate/live our organization’s guiding principles: Respect, Empathy, Accountability, Communication and Humor

Salary : $22 - $34