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HomeMy WebLinkAboutPayroll/Benefits Coordinator JEFFERSON COUNTY JOB DESCRIPTION Position: Payroll/Benefits Coordinator Department: Auditor Exempt Salary System: Grade 17 FLSA: Exempt-Administrative UNION: Exempt Approved By: Human Resources Direct G(/ .u"-t j Adopted: August 14, 2023 1.0 MAJOR FUNCTION AND PURPOSE 1.1 This position provides administrative and technical support in a variety of areas including, but not limited to: • Payroll and associated benefits • Compliance with and application of State and federal requirements • Coordination of assigned activities with other County departments and outside agencies • Highly responsible and complex sensitive Payroll-related assignments Work in this position involves the use of independent judgment in analyzing problems and making recommendations tonolvepaymll issues. This position requires a mix of functional and technical skills for day to day management and implementation of the County's Human Capital Management system. Responsible for maintaining confidentiality of all employee records. 2.0 SUPERVISION RECEIVED 2.1 Persons in this position are given significant discretion, within the scope of policy and regulations in the performance of their duties; works independently once trained; receives supervision and guidance from the County Auditor and Finance Manager. 3.0 SUPERVISION EXERCISED 3.1 This position does not supervise others and works as part of the Payroll/Accounting Team. 4.0 SPECIFIC DUTIES AND RESPONSIBILITIES 4.1. Reviews and processes payroll status changes from Human Resources; assists with payroll data entry and audits prior to payroll processing; and, performs pension audits and updates as required. Works with Finance Manager to implement new systems as part of the Payroll team. Assists Payroll Manager with payroll-related assignments and reports. 4.2. Assists with processing payroll and gains understanding of the complete process to provide backup support to the Payroll Manager. 4.3 Processes employee payroll changes including new hires/terminations, associated benefits. 4.4 Analyzes, audits and interprets payroll and associated benefits to identify discrepancies and make corrections; monitors, reconciles and adjusts leave balances; ensures internal controls between Payroll and Human Resources; W2, ACA (Affordable Care Act) preparation; submits for approval leave cash outs to Finance Manager; and, enters and applies changes in union contracts to payroll/benefits as required. 4.5 Maintains payroll-related employee records/files;tracks forms required for employment; communicates with employees for required forms. Jefferson County Job Description: Auditor—Benefits/Payroll Coordinator Page 2 of 5 4.6 Consults with and advises employees on eligibility, provisions,and other matters related to benefits. Maintains benefits records and acts as liaison between employees and health insurance administrators for issues regarding eligibility,claim problems, status changes, etc. Assists employees with interpretation of insurance benefits,claim procedures and other program benefits. 4.7 Works collaboratively with Human Resources to coordinate employee leaves of absence under FMLA, Washington Paid Family& Medical Leave and Washington Paid Sick Leave or other unpaid leaves, communicating level of benefits,costs, deductions, etc. Provides confidential support to employees regarding health benefit concerns, leaves of absence affecting benefits and time loss benefit applications. 4.8 Acts as main point of contact between benefit administrators; assists in resolving employee benefit problems. Maintains supply of insurance forms and booklets, and ensures up-to-date revisions are received. Coordinates meetings with deferred compensation advisors and AFLAC representative. 4.9 Updates benefit materials and other media for communicating plan information to employees. Provides assistance and communication on various employee benefits programs such as medical/dental/vision benefits, life insurance,deferred compensation, retirement plans; EAP,and flexible spending/dependent care program. 4.10 Collaborates and coordinates closely with Human Resources and the Payroll Manager to ensure the application of benefit administration and communication with other staff and departments in benefit/payroll related data management. 4.11 Responds to employee inquiries regarding payroll/benefits in a timely manner. 4.12 Produces reports essential for ACA,Third party Administrators,etc. 4.13 Identifies and facilitates training courses of benefits to department staff. 4.14 Researches, prepares,and composes letters, reports, notifications and other materials of a confidential nature. 4.15 Participates in self-directed team process to set work level expectations, goals and objectives. 4.16 Maintains files in accordance with state retention schedules. 4.17 Maintains an environment that is fair,consistent and transparent. 4.18 Keeps abreast of and acts upon as required,administrative or legislative changes as they apply to the area of responsibility. Maintains an understanding of all county benefits offered; maintains an awareness of changes to benefits; communicates changes to payroll and human resources; and makes recommendations regarding changes. 4.19 Performs other tasks as directed. 5.0 COMPETENCY: To perform the job successfully,an individual should demonstrate competence in the following areas: Technical Skills_Assesses own strengths and weaknesses; Pursues training and development opportunities;Strives to continuously build knowledge and skills; Shares expertise with others. Jefferson County Job Description: Auditor—Benefits/Payroll Coordinator Page 3 of 5 Customer Service-Manages difficult or emotional customer situations; Responds to requests for service and assistance.Meets commitments. Analytical- Synthesizes complex or diverse information; Collects and researches data. Problem Solving- Researches, investigates, analyzes and resolves problems in a logical manner. Identifies and resolves problems Gathers and analyzes information skillfully; Works well in group problem solving situations; Uses reason even when dealing with emotional topics. Oral Communication - Speaks clearly and persuasively in positive or negative situations;Listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings. Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information. Teamwork- Exhibits objectivity and openness to others' views; Contributes to building a positive team spirit. Cost Consciousness - Works within approved budget; Conserves organizational resources. Diversity - Shows respect and sensitivity for cultural differences. Ethics - Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values. Organizational Support_ Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization's goals and values. Judgment- Supports and explains reasoning for decisions; Includes appropriate people in decision- making process; Makes timely decisions. Decision Making- Applies judgement and discretion in resolving varied and complex payroll/benefits problems and in interpreting policies,contracts and regulations. Planning/Organizing- Assigns priority and plans work activities; Uses time efficiently; Plans for additional resources; Organizes or schedules other people and their tasks; Develops realistic action plans. Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments. Quality - Demonstrates accuracy and thoroughness; Monitors own work to ensure quality. Creates high quality work product. Productivity and Output - Gathers,analyzes,evaluates and prepares clear and concise reports or recommendations. Develops, meets productivity standards; Completes work in timely manner. Safety and Security - Observes safety and security procedures; Reports potentially unsafe conditions; Uses equipment and materials properly. Adaptability - Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events. Attendance/Punctuality- Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time. Dependability -Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Completes tasks on time or notifies appropriate person with an alternate plan. 6.0 MINIMUM QUALIFICATIONS 6.1 Associate's degree(AA)from an accredited college or university with major course work in payroll, accounting, or related field; and three years related experience; Jefferson County Job Description: Auditor—Benefits/Payroll Coordinator Page 4 of 5 OR Bachelor's degree (BA or BS) in accounting, payroll, or related field; and two years related experience; OR Equivalent combination of education and experience. 6.2 Ability to successfully attend and complete training necessary for functional skills performance, maintenance,and improvement. 6.3 Valid Washington State Driver's License with a driving record free of serious or frequent violations and ability to maintain a valid license. 6.4 Must successfully obtain APA(American Payroll Association) Fundamental Payroll Certification within one year of hire. 7.0 REQUIRED KNOWLDEDGE,SKILLS AND ABILITIES 7.1 Ability to understand and consistently apply relevant laws,regulations,resolutions,ordinances, codes,rules,policies and procedures. Accountable for specific project steps, works in team environment and participate in the annual training program and annual performance evaluation process. 7.2 Ability to maintain current knowledge of regulatory requirements related to employee benefits. Ability to conduct research of employee benefits plans and vendors and identify and recommend best plans. 7.3 Ability to understand federal and state regulations, filing and compliance requirements, affecting employee benefits programs, including the ACA, ERISA, COBRA, FMLA, ADA, Section 125, workers' compensation, etc. 7.4 Proficient and exceptional communication skills, verbal and written, using a high degree of diplomacy, trust and listening skills. 7.5 Knowledge of personal computer usage and associated programs including word processing, spreadsheet and scheduling software. 7.6 Knowledge of,and ability to keep aware of,changes to federal laws and personnel case law, RCWs, WACs, County resolutions, ordinances, polices and records management which may impact Department,programs,services,and employees. 7.7 Ability to perform multiple tasks simultaneously, complete assigned tasks within a reasonable period of time and work under pressure and meet established time lines. 7.8 Ability to establish and maintain cooperative and effective working relationships with other employees,applicants,County officials,co-workers, union representatives and the general public. 7.9 Ability to maintain confidentiality of sensitive and confidential information. 7.8 Knowledge of time management and organizational skills and be able to function under conditions of frequent interruptions,high stress and crowded surroundings. 8.0 WORK ENVIRONMENT 8.1 Work is normally performed indoors. May be required to drive to meetings. Jefferson County Job Description: Auditor—Benefits/Payroll Coordinator Page 5 of 5 8.2 While performing the duties of this job the employee is regularly required to talk and hear;stand, walk, sit, use hands to finger, handle or feel objects, tools or controls. The employee is occasionally required to reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 35 pounds. Specific vision requirements include: close vision, distance vision, color vision, peripheral vision, depth perception, night vision,the ability to read small print and the ability to adjust focus. The noise level in the work environment is usually moderate. This job description does not constitute an employment agreement between the employer and employee, and is subject to change as the needs of the employer and requirements of the job change.