Payroll​/Benefits Specialist

Primary

Purpose:

Coordinate the employee benefits program for the district. Maintain records and provide assistance to employees to ensure effective use of benefits.

Qualifications:

Education/Certification:

High school diploma or GED

Special Knowledge/

Skills:

Knowledge of administration of employee benefits programs and applicable laws

Knowledge of basic payroll accounting procedures

Ability to maintain accurate and auditable records

Ability to use software to create spreadsheets, databases, and do word processing

Ability to interpret and disseminate insurance and benefits information to individuals and groups

Strong organizational, communication, and interpersonal skills

Ability to effectively present information in one-on-one and to small and large groups of employees

Proficiency in keyboarding and file maintenance

Ability to use software to develop spreadsheets, databases, and do word processing

Knowledge of basic accounting principles

Major

Responsibilities and Duties:

1. Prepare accurate district payroll for distribution to employees following established procedures.

2. Receive and audit time sheets for all district employees. Calculate employee wages, salaries, hours worked, overtime pay, and determine with holdings, deductions, and net pay.

3. Balance payroll earnings and deductions; initiate related transfers of funds and deposits.

4. Maintain district payroll registers, employee payroll information, and other original documentation in an orderly and accurate manner in accordance with state, federal, and district requirements.

Benefits Administration

1. Administer employee benefit programs such as group health insurance, dental, life, and medical reimbursement.

2. Handle employee benefit inquiries and complaints to ensure quick, equitable, and courteous resolution. Act as liaison between employees and insurance carrier’s claims office and resolve administrative problems with insurance carrier representatives.

3. Provide timely notice to employees under the requirements of the Consolidated Omnibus Budget Reconciliation Act (COBRA), Health Insurance Portability and Accountability Act (HIPAA), and Affordable Care Act (ACA) including issuing certificates of coverage for all medical plans for all terminated employees and dependents.

4. Assist in conducting benefits orientation meetings and enrollment of new employees in benefit plans.

5. Assist with annual open enrollment process, including making group presentations and preparing, distributing, and receiving materials and forms. Process all employee benefit enrollment and change forms within required time limits to meet payroll deadlines.

Records, Reports, and Correspondence

6. Prepare and verify monthly premium statements for all group insurance policies. Balance and submit billing statements to accounting for payment.

7. Maintain all benefits-related records including statistical data relative to premiums and cost. Assist with required data entry and preparation of reports.

8. Assist with preparation of benefits handbook, including word processing, coordinating printing, and distribution.

9. Maintain and distribute insurance forms and supplies to campuses and other district buildings.

10. Compile, maintain, and file all reports, records, and other documents as required.

11. Maintain confidentiality of information.

Other

12. Follow district safety protocols and emergency procedures.

Supervisory Responsibilities:

None.

Mental Demands/Physical Demands/ Environmental Demands:

Tools/Equipment Used: Standard office equipment including personal computer and peripherals

Posture: Prolonged sitting. Occasional bending/stooping, pushing/pulling, and twisting

Motion: Repetitive hand motions including frequent keyboarding and use of mouse. Occasional reaching

Lifting: Occasional light lifting and carrying (less than 15 pounds)

Environment: May work prolonged or irregular hours

Mental Demands: Work with frequent interruptions, maintain emotional control under stress