Employment Opportunities  >>  Human Resources

Benefits and Payroll Specialist

City of Gainesville

Posted: Apr. 5, 2018

End Date: Jun. 1, 2018


Assists the Employee Benefits Manager in the administration of a comprehensive benefits program to include coordination of the health, vision, dental, life, death, and short and long term disability benefit programs. Performs various clerical support related to benefits administration, including the timely and accurate payment of invoices, maintaining accurate database with benefit designations for employees, compiling City census data, etc. Must be able to use considerable judgment and take initiative as required to perform and resolve human resources and/or benefits related tasks while working independently with limited supervision.
 
Job Duties:
 
Serve as backup to Payroll Specialist and assumes responsibility of payroll processing in absence of Payroll Specialist.
 
Assists in the preparation and distribution of informational literature and presentations to notify and advise employees of benefit plan details and eligibility requirements. Assists with monthly new hire orientation for all City personnel as directed. 
 
Assists employees in completing insurance forms and processes applications for coverage; issues insurance cards and insurance booklets, maintains enrollment files and submits benefits deductions to payroll as needed.
 
Serves as day to day liaison for employees with the broker, insurance carrier and service providers; verifies coverage, explains benefits, etc. and provides information on coordination of benefits, dual coverage, and claim payment process.
 
Assists with annual Open Enrollment activities and executes change forms to appropriate vendors as needed.
 
Tracks FMLA, administrative LOAs, STD, etc. and provides reports of same.  Maintains FMLA log to support periods of time away from work.  Assures federal compliance of FMLA, USERRA, COBRA, and City policy.
 
Carefully analyzes deduction registers and vendor benefit billings and reconciles complete and accurate A/P requests.
 
Reviews current and terminated employee payroll records to ensure that proper deductions are taken for benefits; deletes terminated and transferred employees from benefit listings.
 
Calculates, prepares and files quarterly 941, State tax and unemployment reports.
 
Assists with calculation, preparation and filing the ACA, PCORI reporting annually.
 
Carefully check payroll maintenance each payroll cycle that has been entered by Payroll Specialist.
 
When serving as Payroll back-up:
 
Create, maintain, and update all employee records pertaining to pay rates, status changes, address or name changes and deductions.
 
Execute payroll benefit changes and calculate proration of benefits.
 
Create and inactivate positions as needed in the HRMS computer system.
 
Accrue biweekly PTO and maintain accumulated balances as well as making adjustments for new hires, terminations, workers' compensation, and employees on extended medical leave or FMLA.
 
Receive set-up, change or stop garnishments, levies, and voluntary deductions in compliance with federal and state guidelines and provide correspondence to proper authorities.
 
Receive and verify department timesheets for compliance with FLSA, Internal Revenue Service, Georgia Department of Labor, Georgia Department of Revenue, and City of Gainesville Policies and Procedures and advise management on required actions to remedy found issues.
 
Verify department timesheets for proper use of paid and non-paid leave and correct any errors.
 
Input hours, dollar amounts, and other exceptions into HRMS system to determine and correct out-of-balance issues.
 
Calculate short term disability and workers' compensations benefit amounts biweekly and maintain records.
 
Calculate levy amounts or other special garnishment deductions when HRMS system has limitation for automated calculation.
 
Prepare and issue checks and direct deposits for biweekly payroll including a monthly per diem payroll and a semiannual uniform payroll, to include creating and transmitting Automated Clearing House and control pay files to the bank electronically and verifying bank acknowledgement.
 
Timely review and process all required payroll reports and create reconciliations for accounting, to include creating general journal entries and requesting Accounts Payable checks.
 
Maintain payroll deductions, mail payments and replies as required by law.
 
Prepare special payroll related reports for three retirement plan tiers to process, balance and resolve any balancing issues.
 
Process bank wires for initiation and release by Accounting and confirm on payday, to include creating reports from database and sending information to two deferred compensation plans electronically.
 
Calculate, electronically file and email 941 Federal tax withholding and Georgia tax withholding amounts biweekly.
 
Confirm employment and complete wage verification requests from third parties as well as provide documentation to employees.
 
Review, approve, and process manual check requests.
 
Verify electronically housed reports are saved to proper drive on network.
 
Update Quarterly Wages, Flexible Spending Account/Dependent Care Assistance Plans, and Deferred Compensation spreadsheets.
 
Verify separation information has been completed for departing employees.
 
Minimum Qualifications:
 
Education and Experience:
 
High School Diploma or G.E.D.
 
Associates Degree preferred.
 
Six years progressive experience in employee benefits and/or payroll administration.
 
Working knowledge and understanding of benefits legislation: HIPAA, USERRA, ADA, COBRA, FMLA.
 
Licenses and Certifications:
 
Valid Class C Driver's License and a satisfactory Motor Vehicle Record (MVR).
 
Professional in Human Resources (PHR) certification or other specialized certification or designation desirable.
 
Knowledge, Skills and Abilities:
 
Knowledge of the principles and practices of employee benefit administration. 
 
Demonstrated proficiency in MS applications including Word, Excel, Access, PowerPoint, and Publisher.  Ability to create ad hoc reports from multiple software sources.
 
Ability to collect, compile, analyze, and maintain benefits data.
 
Ability to establish and maintain effective working relationships with other employees, outside agencies, and the public.
 
Strong analytical and problem solving skills.
 
Ability to perform semi-complex mathematical calculations with high degree of accuracy.
 
Remain current on new legislation and regulatory rulings which impact benefits administration.
 
Excellent verbal and written communication skills, to include group presentation skills.
 
Ability to maintain confidentiality.
 
Supplemental Information:
This class specification should not be interpreted as all inclusive.  It is intended to identify the major responsibilities and requirements of this job.  The incumbents may be required to perform job-related responsibilities and tasks other than those stated in this specification.