Payroll and Benefits Administrator

Position Summary:

The Payroll & Benefits Administrator is responsible for administering and supporting all aspects of payroll, employee benefits, leave administration, and payroll compliance for both Big Valley Rancheria Tribal Government and the Big Valley Commercial Center. This position ensures the accurate and timely processing of payroll while administering employee benefit programs, maintaining payroll records, and ensuring compliance with Tribal policies, federal, state, and local employment laws.

The Payroll & Benefits Administrator serves as a key resource for employees and management by providing guidance on payroll, benefits, leave programs, and related policies. Working collaboratively with Human Resources, Fiscal Department, this position supports the organization's mission by delivering exceptional customer service, maintaining strict confidentiality, and promoting efficient payroll and benefits administration across multiple operating entities.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

Payroll Administration

• Process accurate and timely payroll for the Tribal Government and Commercial Center.
• Review and audit employee timecards, pay rates, earnings, deductions, leave balances, and payroll reports to ensure accuracy.
• Process new hires, promotions, transfers, wage adjustments, bonuses, and employee separations within the payroll system.
• Prepare final paychecks in accordance with Federal wage and hour laws and final pay requirements.
• Process payroll corrections, retroactive adjustments, manual checks, and off-cycle payrolls as needed.
• Reconcile payroll registers, deductions, taxes, and benefit withholdings.
• Maintain payroll records and documentation in accordance with applicable record retention requirements.
• Prepare payroll reports and assist with month-end, year-end, and audit reporting.
• Maintain confidentiality of payroll information and employee records.

Benefits Administration

• Administer employee medical, dental, vision, life insurance, retirement, and voluntary benefit programs.
• Coordinate employee benefit enrollments for new hires and qualifying life events.
• Process employee benefit changes due to marriage, birth, divorce, loss of coverage, and other qualifying events.
• Coordinate and administer the annual Open Enrollment process.
• Work with insurance carriers and benefit vendors to resolve enrollment, billing, and eligibility issues.
• Audit benefit deductions to ensure payroll accuracy and resolve discrepancies.
• Respond to employee questions regarding benefit plans, eligibility, enrollment, and coverage.
• Administer COBRA, Affordable Care Act (ACA) eligibility tracking, and required employee notifications.

Leave Administration

• Coordinate and administer employee leaves of absence, including FMLA, CFRA, Pregnancy Disability Leave, Workers' Compensation, military leave, and other protected or approved leaves.
• Monitor employee leave balances and benefit continuation while employees are on approved leave.
• Coordinate return-to-work documentation and benefit reinstatement.
• Maintain accurate leave records while ensuring confidentiality and compliance.

Compliance & Reporting

• Respond to Employment Development Department (EDD) requests, unemployment insurance claims, wage verification requests, and employment inquiries.
• Process wage garnishments, tax levies, child support orders, and court-ordered medical support notices.
• Prepare and submit required payroll and benefits reports to governmental agencies and third-party administrators.
• Assist with internal and external payroll, benefits, and financial audits.
• Ensure compliance with Tribal policies, California wage and hour laws, federal employment regulations, payroll tax requirements, and applicable benefit regulations.
• Maintain accurate payroll and benefits records for compliance and audit purposes.

Human Resources Support

• Assist Human Resources with employee onboarding, orientation, and HRIS maintenance.
• Maintain employee payroll and benefits records within the Human Resources Information System (HRIS).
• Provide exceptional customer service by responding to employee payroll, benefits, and leave inquiries in a timely and professional manner.
• Assist with employee engagement initiatives, wellness programs, and organizational events.
• Support Human Resources with special projects, process improvements, policy implementation, and other related duties as assigned.

General Responsibilities

• Maintain the highest level of confidentiality when handling employee, payroll, and benefit information.
• Demonstrate professionalism, integrity, and sound judgment in all interactions.
• Establish and maintain positive working relationships with employees, supervisors, vendors, and external agencies.
• Stay current on changes to payroll, tax, labor, and benefit laws and recommend process improvements to ensure ongoing compliance.
• Perform other duties as assigned to support the Human Resources Department and organizational operations.

Position Summary:

The Payroll & Benefits Administrator is responsible for administering and supporting all aspects of payroll, employee benefits, leave administration, and payroll compliance for both Big Valley Rancheria Tribal Government and the Big Valley Commercial Center. This position ensures the accurate and timely processing of payroll while administering employee benefit programs, maintaining payroll records, and ensuring compliance with Tribal policies, federal, state, and local employment laws.

The Payroll & Benefits Administrator serves as a key resource for employees and management by providing guidance on payroll, benefits, leave programs, and related policies. Working collaboratively with Human Resources, Fiscal Department, this position supports the organization's mission by delivering exceptional customer service, maintaining strict confidentiality, and promoting efficient payroll and benefits administration across multiple operating entities.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

Payroll Administration

• Process accurate and timely payroll for the Tribal Government and Commercial Center.
• Review and audit employee timecards, pay rates, earnings, deductions, leave balances, and payroll reports to ensure accuracy.
• Process new hires, promotions, transfers, wage adjustments, bonuses, and employee separations within the payroll system.
• Prepare final paychecks in accordance with Federal wage and hour laws and final pay requirements.
• Process payroll corrections, retroactive adjustments, manual checks, and off-cycle payrolls as needed.
• Reconcile payroll registers, deductions, taxes, and benefit withholdings.
• Maintain payroll records and documentation in accordance with applicable record retention requirements.
• Prepare payroll reports and assist with month-end, year-end, and audit reporting.
• Maintain confidentiality of payroll information and employee records.

Benefits Administration

• Administer employee medical, dental, vision, life insurance, retirement, and voluntary benefit programs.
• Coordinate employee benefit enrollments for new hires and qualifying life events.
• Process employee benefit changes due to marriage, birth, divorce, loss of coverage, and other qualifying events.
• Coordinate and administer the annual Open Enrollment process.
• Work with insurance carriers and benefit vendors to resolve enrollment, billing, and eligibility issues.
• Audit benefit deductions to ensure payroll accuracy and resolve discrepancies.
• Respond to employee questions regarding benefit plans, eligibility, enrollment, and coverage.
• Administer COBRA, Affordable Care Act (ACA) eligibility tracking, and required employee notifications.

Leave Administration

• Coordinate and administer employee leaves of absence, including FMLA, CFRA, Pregnancy Disability Leave, Workers' Compensation, military leave, and other protected or approved leaves.
• Monitor employee leave balances and benefit continuation while employees are on approved leave.
• Coordinate return-to-work documentation and benefit reinstatement.
• Maintain accurate leave records while ensuring confidentiality and compliance.

Compliance & Reporting

• Respond to Employment Development Department (EDD) requests, unemployment insurance claims, wage verification requests, and employment inquiries.
• Process wage garnishments, tax levies, child support orders, and court-ordered medical support notices.
• Prepare and submit required payroll and benefits reports to governmental agencies and third-party administrators.
• Assist with internal and external payroll, benefits, and financial audits.
• Ensure compliance with Tribal policies, California wage and hour laws, federal employment regulations, payroll tax requirements, and applicable benefit regulations.
• Maintain accurate payroll and benefits records for compliance and audit purposes.

Human Resources Support

• Assist Human Resources with employee onboarding, orientation, and HRIS maintenance.
• Maintain employee payroll and benefits records within the Human Resources Information System (HRIS).
• Provide exceptional customer service by responding to employee payroll, benefits, and leave inquiries in a timely and professional manner.
• Assist with employee engagement initiatives, wellness programs, and organizational events.
• Support Human Resources with special projects, process improvements, policy implementation, and other related duties as assigned.

General Responsibilities

• Maintain the highest level of confidentiality when handling employee, payroll, and benefit information.
• Demonstrate professionalism, integrity, and sound judgment in all interactions.
• Establish and maintain positive working relationships with employees, supervisors, vendors, and external agencies.
• Stay current on changes to payroll, tax, labor, and benefit laws and recommend process improvements to ensure ongoing compliance.
• Perform other duties as assigned to support the Human Resources Department and organizational operations.

Other Requirements

1. Must be eligible for coverage under the Tribe’s vehicle insurance policy.
2. Must possess a valid California driver’s license. Must be willing to travel locally, regionally, statewide, and/or out-of-state, as necessary, during or after regular working hours.
3. Preference in hiring is given to qualified American Indians in accordance with the Indian Preference Act (Title 25 U.S. Code, § 472 and 473). Applicants claiming Indian preference must submit verification by Tribe of affiliation or other acceptable documentation of Tribal Enrollment.
4. Must be twenty-one (21) years of age.