Benefits/Payroll Specialist

This position is part time Payroll Specialist and part time Benefits Specialist.

Benefits/Payroll Specialist (1. FTE) Description

RESPONSIBILITIES: FLSA: Hourly Supports District schools and principals in their effort to foster an optimal educational environment for students. Administers voluntary and compulsory benefit plans for District employee. Facilitates compliance with federal and state workplace entitlements, e.g., COBRA, FMLA, unemployment and workers’ compensation. Assist in all aspects of payroll functions and office operations.

MAJOR DUTIES: Manages and administers all employee benefits programs to include medical, dental, vision and life. Reviews all plan documents and material related to benefits. Liaison between all health plan representatives. Responsible for the designs, updates and mainting the H.R. Information Benefits online iVisions Benefits Portal from inception to final, live product. Ensuring proper premiums, entering insurance classifications, testing system and validating each year for proper deductions from employee’s pay. Posting of all insurance deductions. Prepare and develops communication and materials regarding benefit packages for all insured employees. Profides and organizes benefits fair. Responsible for communicating all changes to staff regarding benefits. Exercises independent judgment in sensitive and potentially emotional situations. Protects the confidentiality and privacy interests of employees and their health information. Responsible for 403(b), 457(b) and ROTH options. Responsible for dissemination of information to employees on financial wellness education and adhering to IRS regulations. Establishs and maintain effective working relationships with benefit consultants, vendors, and team members. Provides prompt and courteous service to employees and their dependents. Verifies employee and dependent eligibility, facilitates enrollment, and maintains benefits records in compliance with state and federal law. Conducts orientation for new hires continuously. Assists staff and administrators with leave requests and disability matters which include work restrictions that may require accommodations. Drafts and/or coordinates internal communication and education concerning benefits through newsletter articles and frequent email communications. Serves as employee advocate and laison to vendors and carriers, working to facilitiate clarity, resolve complaints, and address other matters related to benefits. Monitors vendor performance and service. Reconciles monthly premiums for payment to vendors, resolving any discrepancies. Audits benefits and payroll records to ensure that proper deductions are made. Responsible for creating, updating, maintaining and submitting secure 834 file to all benefit carriers on a weekly basis. Responsible for various reports and surveys to stay compliant with proper reporting agencies, including OSHALog, ASRS Premium Survey and Premium Benefit. Responsible for updating District Sick Leave Bank through enrollment, eligibility and tracking. Oversees enrollment in ASRS. Coordinates annual presentations for ASRS, Smartschools Plus phased in retirement, Social Security and Medicare. Participates on district insurance committee. Administers COBRA coverage, provides notification and collects premiums in compliance with federal law. Page 2 of 4 Administers FMLA leave and adheres to DOL procedures for notification and record keeping. Administers sick leave and short-term disability benefits in conjunction with FMLA protected leave or other time off for medical reasons. Monitors intermittent and continuous status for FMLA compliance. Maintains workers’ compensation accident reports and relevant documentation. Serves as liaison between the District and the carrier. Coordinates design of District Wellness focus through activities and presentations. Implements and maintains district employee assistance program. Reviews all unemployment claims and recommends acceptance or alternative documents to benefit the district. Assists with typing, filing and distribution of forms and other documents as necessary. Assist in all aspects of payroll functions and office operations. Assists in preparation and maintenance of employee payroll files, including A-4, W-4, Direct Deposit, TSA, and benefit selections. Maintains daily employee leave records, recalculates employee time, verifies accuracy of information, and enters bi-weekly data into the computer. Works with all district sites and departments to train and assist with compliance for district procedures, due dates, and payroll data collections. Monitors time clock for hourly balanced pay employees to adjust for absences, ensuring hours worked meet position definitions. Monitors and updates records based on hours worked to comply with ASRS 20/20 retirement reporting requirements. Manages and maintains TimeClock Plus, including user roles, job codes, approvals, and employee compliance. Manages and maintains sub/coach leave by manually entering hours earned/used. Monitors and updates payroll records based on hours worked to comply with the Affordable Care Act (ACA). Reviews substitute reports, verifies with the time clock, and enters classified substitute hours accurately in Visions. Reviews all ePARs for accuracy. Coordinates with Human Resources Benefits department to issue insurance checks. Creates and distributes monthly comp time reports to all supervisors. Prepares and prints payroll deduction checks. Distributes and verifies payroll warrants, ensuring reconciliation with payroll records. Assists in other areas of the office as needed. Performs copying, filing, and other similar administrative tasks. Maintains Payroll desk procedure documentation. Responsible for recording and tracking historical payroll files and data in accordance with Arizona State Library, Archives, and Public Records (ASLAPR) requirements. Backup to Payroll Manager, processing and completing bi-weekly payroll as needed.

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person