Job Description

Overview

The Manager, Benefits and Payroll will report to the Sr. Director, Total Rewards and HR Operations, and supervises one payroll and benefits team member. This role will be responsible for execution of the benefits and leave programs, 401(k) plan administration, and payroll processing.

Payroll

• Accountable for administration and monitoring of payroll, payroll taxes, data updates and data integrity.
• Ensure all payroll responsibilities are completed with documentation ready for any auditing requirements.
• Ensure payroll practices are compliant with Union contract terms and SOX requirements.
• Collaborate with the Accounting department for general ledger and reconciliation for month end close, quarter end and year end.
• Perform responsibilities with One Source Virtual on Workday to ensure Payroll is completed, time keeping is correctly input, and work with HR Business Partners, Managers and employees to ensure payroll is processed effectively.
• Ensures and verifies that all timesheets have been received and that payroll system entries are accurate and complete, and within established time constraints.
• Ensures that employment status changes for employees are made accurately and timely in areas such as terminations, wage adjustments, occupational classification changes, employee demographics, etc.
• Ensures and verifies that payroll deductions are properly established and withheld in the payroll system for wage garnishments, personal payroll deductions, and other miscellaneous items.
• Ensures that direct deposit information is verified and recorded in the employee s file maintenance. Ensures that direct deposit is transmitted after payroll has been posted and verified.
• Ensures that all necessary payroll related forms and reports are prepared and provided to the various agencies and customers as required. This includes all federal, state, and local tax forms, Department of Labor reports, new hire reporting, Certified Payroll, and other information as needed. Ensures that all tax deposits and payroll related deductions are remitted timely and accurately.
• Ensure all data changes have appropriate audit requirements for those changes.
• Interface with One-Source Virtual for the monitoring of Payroll Tax needs, end of year processes and compliance issues.
• Point of contact for Payroll questions, concerns, and corrections as needed. Interface with employees to answer questions relating to Payroll, data, Workday and basic benefits and compensation questions and resolve any issues discovered.
• Working with HR Business Partners, and other members of the HR team, make sure all new hires are established in payroll for the purposes of onboarding, payroll and benefits.

Benefits

• Accountable for the day-to-day administration of Eos comprehensive benefit plans, including medical, dental, vision, life, short/long term disability, accidental death and dismemberment, voluntary benefits, health spending, flex spending account and 401K retirement plans.
• Work with brokers and vendors to ensure a successful open enrollment process and compliance and reporting with applicable laws and regulations.
• Lead the timely completion of annual Benefits Open Enrollments.
• Evaluate and modify benefit plans & polices to ensure that programs are current, competitive and in compliance with legal requirements.
• Oversee the preparation and compilation of plan documents, vendor contracts, agreements and all other documents required for the administration of benefits program.
• Direct preparation and distribution of written communications to inform employees, retirees and cobra participants of benefits and personnel policies.
• Conduct training and educational sessions on employee benefits and benefit-related topics.
• Oversee internal and external benefit plan audits.
• Oversee short-term, long-term disability, FMLA, and company leave programs in conjunction with other state leaves.
• Mediate employee claims with carriers for quick and successful resolution.
• Analyze benefit trends and cost shares and prepare information to be presented to staff.
• Manage relationships with external consultants, brokers, vendors and plan providers.
• Design and distribution of materials and communication tools for benefit orientations, open enrollment, benefits package and summary plan descriptions.
• Ensure an effective strategy for staff understanding of benefit programs and enrollment options & processes. Work with HRBP to utilize onboarding program and platform to communicate benefits to newly hired staff.
• Direct the effective administration of leave policies, workers compensation, compliance and regulatory reporting and HR documentation management.
• Work with Broker to fulfill all reporting requirements of all relevant government rules and regulations, including, but not limited to ERISA, COBRA, ADA, FMLA, HIPAA for Society benefit plans.
• Administration of the 401K and Safe Harbor plan.
• Work with Total Rewards team and Stock Plan vendor to ensure all vestings are processed through payroll and taxed appropriately.
• Collaborate with Third Party Administration on the approval of 401K loans and hardship request.
• Ensures that the Family and Medical Leave Act (FMLA), Affordable Care Act (ACA), and COBRA are administered properly and in accordance with applicable laws and regulations.
• Work with vendors to plan audit and discrimination tests, and filing annual forms (e.g., 5500, HIPAA, 401K).
• Prepare project timeline for all open enrollment items and dates for completion, including but not limited to finalizing any plan design changes, determine open enrollment window, cost-sharing changes, dates for open enrollment sessions
• Ensure plan design and/or rate changes are made in benefit system in time for open enrollment period. Review and test system changes before opening it up to staff during open enrollment period.
• Direct 3rd Party Cobra Administrator on changes to plans design and rates.
• Ensure required annual enrollment notices are updated and distributed timely (i.e., Creditable Coverage, Summary of Benefits and Coverage, Health Exchange Notice.)
• Oversee post enrollment tasks.
• Ensure elections are provided to carrier by deadlines in order that staff elections may be in vendor system for the benefit effective date.
• Review carriers billing for accuracy
• Update and review employees’ payroll deductions
• Create or modify reports for carrier reporting/billing as needed

Supervisory Responsibilities

• Manages the Department staff assigning work to staff members within the department.
• Carries out supervisory responsibilities in accordance with the organization s policies and procedures, and all applicable laws.
• Responsibilities include interviewing, hiring, and training employees; planning, assigning and directing work; appraising performance; rewarding and disciplining employees; addressing complaints; and, resolving problems.

Knowledge, Skills, and Abilities

• Ability to work through complex payroll, tax, and benefits issues independently,
• Ability to work collaboratively and to cultivate and sustain strong partnerships with internal and external clients and colleagues
• Well-developed analytical skills
• Experience in complex project management with the ability to deliver quality recommendations and solutions
• Proficient in the use of Microsoft Office (Word, Excel, PowerPoint)
• Excellent verbal, written and analytical skills
• Strong attention to detail
• Desire to work in a fast-paced, constantly evolving environment; ability to work well under pressure and to manage multiple priorities

Education and Experience

• 8+ years related experience in administering and managing payroll and benefits for multi-state employer.
• Bachelors in an applicable degree program i.e., Business, Human Resources, Finance
• Experience with Workday strongly preferred.
• Experience in union environment a plus.

Travel

• Local Travel
• Overnight/North America: Less than 10%

Working Conditions

• Office Environment - Must be able to remain in a stationary position 50% of the time and occasionally move about inside the office to access file cabinets, office machinery, etc. Required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading. May be required to exert up to 25 pounds of force occasionally to lift, carry, push, pull or otherwise move objects, including the human body.

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