Payroll and Benefits Specialist

Job Title:

Payroll and Benefits Specialist

Department:

Human Resources

Reports To:

Director of Human Resources

FLSA Status:

Non-Exempt

Salary:

$24.00 per hour or negotiable based on experience

Revision Date:

January 1, 2024

Effective Date:

January 1, 2024

SUMMARY

Under the general supervision of the Director of Human Resources, performs clerical, accounting and administrative work in, payroll, payroll taxes, and Benefits. Responsible for complying with all Hill Country Transit District (HCTD) policies and procedures and all funding source regulations and requirements in regard to payroll.

ESSENTIAL JOB FUNCTIONS

1. Performs payroll functions, including but not limited to preparing payroll authorizations, reviewing timesheets for accuracy, maintaining computerized employee master files, generating payroll checks, reconciling payroll payable general ledger accounts, preparing quarterly payroll tax returns, submitting 941 tax report each payroll, and processing employee garnishments.
2. Ensures timeliness and accuracy of electronic direct deposit and/or checks for payments of payroll to employees.
3. Ensures timeliness and accuracy of required benefit and payroll filings/reporting.
4. Stays current on payroll systems to achieve alignment with job requirements to ensure effective accounting support.
5. Updates and maintains employee information in the Abila Financial system, or any new financial system.
6. Coordinates and assists with the management of the 401k employee retirement plan by transferring employee contributions each payroll, sending out notices to employees as appropriate, and working with the HCTD third-party administrator as needed. Serves as one of three HCTD trustees of the 401k retirement plan.
7. Handles the paperwork processing of all benefits, including insurance enrollments, COBRA, terminations, changes, beneficiaries, disability, accident and death claims, rollovers, QDROs, QMCSOs, distributions, loans, hardships and compliance testing.
8. Oversees maintenance of employee benefit files and updating of employee payroll records into the payroll system.
9. Coordinates the processing of monthly insurance billings and the preparation of vouchers for payment of administrative fees for all group plans.
10. Coordinates open enrollment period for benefits.
11. Processes workers' compensation claims and reports in the absence of the Director of Human Resources. Submit wage statements as required for injured employees. Prepares information required for annual workers' compensation audit and any related reviews.
12. Communicates professionally and courteously with staff regarding time sheets, paychecks, and Benefits.
13. Maintain an orderly and professional appearing workstation.
14. Advises Director of Human Resources of any issues to ensure orderly and efficient payroll operations.
15. Work with management staff to automate and improve processes and procedures.
16. Train backup personnel to perform all functions of position.
17. Prepare and maintain written instructions and manuals for all functions of the position.
18. Other duties as assigned.

KNOWLEDGE, SKILLS AND ABILITIES

• Knowledge of general accounting principles.
• Knowledge of payroll functions and employee benefits.
• Ability to work in a professional and effective manner with auditors by providing assistance and reports as needed and as requested.
• Ability to communicate effectively and follow oral and written directions.
• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
• Ability to prepare accurate records and reports.
• Ability to establish and maintain effective working relationships with staff, other agencies and the general public using tact, courtesy and good judgment.
• Ability to handle confidential and sensitive information.
• Ability to work independently with minimal supervision.
• Physical ability to perform the essential functions of the job.

Incredible Benefits Package includes:

• Medical Benefits with No Copays and No Deductibles
• 13 Holidays
• 12 Vacation days
• 12 Sick days
• 1 personal day
• 401k
• Tuition Reimbursement
• Dental
• Vision
• Supplemental insurance
• EAP

RELATIONSHIP SKILLS

• Ability to work cooperatively and productively with supervisors, individuals, professionals, and groups of persons at all levels of activity, contributing to a strong spirit of teamwork.
• Ability to communicate effectively, both verbally and in writing.
• Ability to perform tasks effectively and efficiently.
• Ability to plan and schedule work and implement directives without constant supervision.
• Ability to present a professional appearance and conduct when representing the system.

WORKING CONDITIONS

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. This job is performed in a generally clean and healthy office environment. The noise level in the work environment is typically quiet. Regular working hours are typically 8:00 a.m. to 5:00 p.m., Monday through Friday with limited opportunities to work outside of this scope. Duties may be performed outside of normal working hours at varying hours of the day, including weekends and holidays, only with the approval of the Supervisor.

PHYSICAL DEMANDS

The usual and customary methods of performing the job's functions require the following physical demands:

• Able to sit and work at a computer keyboard for extended periods of time.
• Able to stoop, kneel, and bend at the waist and reach on a daily basis.
• Able to lift up to 10 pounds occasionally.

REQUIRED QUALIFICATIONS

• Associate degree in business or related field; and
• Two (2) years experience running payroll with a manual system.
• Any equivalent combination of education and progressively responsible experience, with additional work experience substituting for the required education on a year for year basis.
• Must be able to perform general office administrative activities: use personal computer, including word processing and spreadsheet software, 10-key calculator, computerized accounting software, copying, filing, faxing, and using the telephone.
• Must have a valid Texas drivers' license.
• Ability to become bonded if required.

SUPPLEMENTAL REQUIREMENTS

This position is required to undergo and successfully pass a pre-employment criminal background check.

This job description is not intended and should not be construed to be an exhaustive list of all responsibilities, skills, efforts or working conditions associated with this job.

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