JACKSONVILLE HOUSING AUTHORITY

POSITION DESCRIPTION 

TITLE: Payroll & Benefits Administrator                                                                                                 FLSA STATUS: Exempt

DEPARTMENT: Human Resources                                                                                                          UNION STATUS: None

REPORTS TO: Director Human Resources

POSITION SUMMARY

The Payroll & Benefits Administrator is responsible for managing employee benefit programs and processing biweekly payrolls including but not limited to managing timecards and accruals verifying accuracy and compliance with state and federal regulations as well as JHA policy.

The incumbent must be an expert in payroll and benefits administration. Reviewing and processing the facilities’ biweekly compensation schedule, ensuring each employee is paid accurately following established processes and best practices. Performs and audits all activities necessary to process payroll, including maintaining related records, filing tax reports and voluntary deduction reports, involuntary deductions such as levies and garnishments, preparing accounting transactions and documents, documenting and updating procedures, prepares special reports for all payroll and related activities, and maintains payroll general ledger accounts, etc. Ensure employee personnel files are accurate and current.

The Payroll & Benefits Administrator directly supports the Director of Human Resources in all HR initiatives, matters, and projects.

DUTIES AND RESPONSIBILITIES

• Serve as a first line of contact for employees regarding payroll and benefit related questions or requirements. Troubleshoot and resolve employee payroll self-services system technical problems.
• Perform HRIS and payroll data entry and personnel file maintenance.
• Administer I-9 and E-Verify System administration. Ensure all new hires are eligible to work in the United States.
• Maintain employee’s time and attendance, inputting payroll data as required.
• Analyze and verify the accuracy of timecards submitted each pay period and contact supervisor to resolve discrepancy. Ensure compliance with all applicable state and federal wage-and-hour laws.
• Process biweekly payroll in a timely manner with no errors and perform payroll accounting-related tasks.
• Reconcile biweekly, quarterly and annual report data to ensure accuracy. Prepare special reports for management, departments, and appropriate external partners for budgeting purposes. Review reports for accuracy.
• Prepare and distribute manual payroll checks when required.
• Provide General Ledger information for accounting.
• Review and reconcile benefit vendor invoices as required. Prepare and submit payment requests as needed.
• Manage payroll and related records, including time off accruals and leave requests.
• Maintain company payroll and HRIS system.
• Process and maintain records of employee deductions, such as garnishments, insurance benefits, etc.
• Communicate with employees regarding salary adjustments, special payments, tax allocations, employee deductions and changes to applicable wage and hour laws.
• Assist greeting and directing department visitors.
• Provide assistance communicating company policy and procedure to employees and managers.
• Assist, conduct and participate in internal and external payroll and benefit audits as required.
• Assist planning, organizing and executing company employee engagement and special events as required.
• Provide compensation information to external partners including workers compensation, unemployment compensation, annual pension calculations, ethics commission, DOL, etc.
• Will work with managers and/or employees when payroll and/or benefit issues or questions arise. Answer questions about payroll or deductions; work to resolve issues in a timely manner.
• Coordinate with the Manager of Human Resources to ensure employee relations and payroll issues are resolved promptly and appropriately.
• Oversee tax filings in accordance with local and federal laws including processing quarter and year end filings. Process any required quarterly payroll adjustments.
• Assist developing and conducting payroll/employment law training and education.
• Assist developing and implementing payroll and benefit policies and procedures.
• Administrate benefits enrollments, changes, open enrollment processes, terminations, and document material distribution.
• Conduct new-hire benefit orientations, benefits presentations, and benefits audits.
• Coordinate and administer FMLA, COBRA, leaves of absence, short-term and long-term disability claims. Ensuring compliance with all applicable state and federal legal requirements including ACA/1095 compliance and reporting.
• Respond to various benefits, leave of absence, and claim inquiries
• Ensure that all personnel documents for new hires are correctly completed and distributed for efficient new hire process.
• Responsible for the day-to-day administration of benefit programs including health, dental, vision, life insurance, disability benefits, retirement and other voluntary benefits. This includes enrolling, terminating and modifying employee benefit coverage as necessary.
• Prepare new enrollments and changes, maintain forms, submit to insurance vendors and coordinate with company representatives.
• Coordinate and processe employee requests for pension loans and processes payroll deductions.
• Resolve administrative problems with carrier representatives, employees and departments.
• Responsible for managing annual open enrollments including organizing meetings, help sessions, and answering questions. Responsible for open enrollment benefit deduction reconciliation.
• Responsible for accurately inputting, filing and maintaining general HR, Benefits and Payroll related items in personnel files, including accurately adding new hire information into payroll and HRIS system.
• Create and distribute employee written communications regarding payroll and benefits.
• Maintain confidentiality of company and employee information.
• Perform other duties as assigned by the Director of Human Resources or designee.

QUALIFICATIONS

This position requires a Bachelor’s degree from an accredited college or university, with emphasis in Business, Human Resources, Accounting or a related field strongly preferred. Minimum of five (5) years related knowledge and experience in payroll for 100+ employees required. Minimum of three (3) years related knowledge, experience in benefits administration preferred. Experience with ADP Workforce Now payroll processing and administration is strongly preferred. Certified Payroll Professional (CPP) certification preferred.

Additional Eligibility Qualifications

• Strong attention to detail, problem-solving, analytical and decision-making skills required.

• Demonstrates excellent time management, exceptional multi-tasking and organizational skills.

• Ability to work well under pressure with the ability to meet deadlines, demonstrate a calm demeanor and maintain information/data accuracy.

• Capable of carrying out a given task and process with all details necessary to get the task done accurately.

• Ability to work ethically and maintain confidentiality.

• Discussions involve a higher degree of confidentiality and discretion, requiring diplomacy and tack in communication.

• Must possess superb verbal and written communication skills, with the ability to clearly speak and write Business English.

• Ability to build effective relationships, both internally and externally, by representing JHA in a professional manner in all endeavors.

• Consistently communicates in a diplomatic, approachable and professional demeanor.

• Provide friendly, professional and exceptional customer service experience.

• Strives to deliver exceptional customer service experience when engaging with employees.

• Must have excellent computer skills to include Microsoft Office including Word, Excel, Outlook, Publisher and PowerPoint as well as HRIS/Payroll software.

• Keeps abreast of payroll processing systems and changes in wage, tax HR and benefit laws and corresponds with federal, state and local tax agencies on behalf of the facility in problem situations.

• Ability to take initiative, self-start and self-audit to identify, avoid and correct potential errors especially in advance of final payroll processing.

• Inspired to be proactive and take initiative to partner with internal and external partners to avoid or resolve payroll/benefit issues.

• Proficient with report creation, interpretation, processing and distribution.

• Knowledgeable of garnishment and involuntary deduction administration.

• Inspired to perform well by the ability to contribute to the success of a project or the facility.

• Ability to strategically adapt to change and shift priorities.

JHA is an Equal Opportunity Employer and a Drug-Free Workplace. A successful applicant will be required to pass a background check including but not limited to employment history, criminal record and driving record, and may be subject to a pre-employment drug screening.

Certain servicemembers and veterans, and the spouses and the family members of such service members and veterans, receive preference and priority, and certain servicemembers may be eligible to receive waivers for postsecondary educational requirements in employment and are encouraged to apply for positions being filled.

If claiming veteran's preference, you must submit with your application a DD-214 (Member Form-4 copy) or military discharge papers, or equivalent certification from the Department of Veterans Affairs listing military status, dates of service and character of discharge. You must also attach the Veterans Preference Certification Form and if applicable, the additional forms as noted here: http://www.coj.net/departments/employee-services/veterans-preference.

If a candidate believes he or she was not afforded veteran’s preference, he or she may file a written complaint, within sixty (60) calendar days upon receipt of notification of the hiring decision, requesting an investigation to:

Florida Department of Veterans Affairs

Attention: Veterans' Preference Coordinator

11351 Ulmerton Road, Suite 311

Largo, FL 33778-1630

Email: VeteransPreference@fdva.state.fl.us