Payroll and Benefits Coordinator

Job Title: Payroll & Benefits Coordinator                                       Exemption Status/Test: Non Exempt
Reports to: Executive Director of Talent Management                  Days: 226
Dept./School: Human Resources                                                  Pay Grade: Admin PG2

Primary Purpose:
Coordinate the employee benefits program for the district. Maintain records and provide assistance to
employees to ensure effective use of benefits. Compile and prepare regular district payroll, including
related reports and deposits. Work under moderate supervision to ensure accurate and timely
preparation of payroll records according to prescribed procedures and regulations. Coordinate one or
more assigned human resources programs for the district.

Qualifications:
Education/Certification:
High School Diploma
Bachelor Degree preferred

Special Knowledge/Skills:
Knowledge of administration of employee benefits programs and applicable laws
Ability to interpret and disseminate insurance and benefits information to individuals and groups
Strong organizational, communication, and interpersonal skills
Ability to effectively present information in one-on-one and to small and large groups of employees
Proficiency in keyboarding and file maintenance
Ability to use software to develop spreadsheets, databases, and do word processing
Knowledge of basic accounting principles
Ability to maintain accurate and auditable records

Experience:
3 years of experience in benefits administration, insurance administration, or related field

Major Responsibilities and Duties:
Benefits Administration
1. Administer employee benefit programs such as group health insurance, dental, life, and medical reimbursement.
2. Handle employee benefit inquiries and complaints to ensure quick, equitable, and courteous resolution. Act as liaison between employees and insurance carrier's claims office and resolve
administrative problems with insurance carrier representatives.
3. Provide timely notice to employees under the requirements of the Consolidated Omnibus Budget Reconciliation Act (COBRA), Health Insurance Portability and Accountability Act (HIPAA), and
Affordable Care Act (ACA) including issuing certificates of coverage for all medical plans for all terminated employees and dependents.

4. Assist in conducting benefits orientation meetings and enrollment of new employees in benefit plans.
5. Assist with annual open enrollment process, including making group presentations and preparing, distributing, and receiving materials and forms. Process all employee benefit enrollment and change
forms within required time limits to meet payroll deadlines.

Records, Reports, and Correspondence
6. Prepare and verify monthly premium statements for all group insurance policies. Balance and submit billing statements to accounting for payment.
7. Maintain all benefits-related records including statistical data relative to premiums and cost. Assist with required data entry and preparation of reports.
8. Assist with preparation of benefits handbook, including word processing, coordinating printing, and distribution.
9. Maintain and distribute insurance forms and supplies to campuses and other district buildings.
10. Compile, maintain, and file all reports, records, and other documents as required.
11. Maintain confidentiality of information.
12. Assist with employee orientation program and present information on leave benefits.

Payroll Responsibilities
13. Prepare accurate district payroll for distribution to employees following established procedures.
14. Receive and audit time sheets for all district employees.
15. Maintain district payroll registers, employee payroll information, and other original documentation in an orderly and accurate manner in accordance with state, federal, and district requirements.
16. Prepare and post all payroll changes including payroll deductions, salary changes, termination, and new employee information.
17. Compile, maintain, and file all reports, records, and other documents as required including maintaining payroll and related files such as payroll records, absent-from-duty reports, and service records.
18. Prepare and submit payroll reports and forms including those required by Internal Revenue Service, Texas Workforce Commission, Texas Retirement System, Federal Insurance Contributors' Act (FICA),
Medicare, Texas New Hire Reporting, and Workers' Compensation Commission.
19. Work cooperatively with human resource department, principals, department heads, campus and department secretaries, and employees to ensure accuracy of information reported. Resolve payroll
problems and inquiries.

Other Duties & Responsibilities
20. Assist in ensuring district compliance with federal and state laws and regulations.

21. Review certifications to ensure that teachers have the appropriate credentials for assignments.
22. Assist with identifying and responding to employee issues; work in collaboration with district leadership to ensure preemptive and effective employee communications.
23. Support personnel records management and help ensure compliance with the state records management program.
24. Compile, maintain, and file all reports, records, and other documents as required.
25. Ensure compliance with local, state and federal employment laws. Stay abreast of state and federal public policy changes that could impact the district.
26. Follow district safety protocols and emergency procedures.
27. Coordinate and ensure legally sound and effective human resources management programs, policies, and practices.
28. Review and compile official service records to accurately reflect years of service and updated state personal leave days for all employees
29. Coordinate Workers Compensation
30. Compile and ensure various payroll records in relation to FMLA, Workers Compensation, Verification of Employment.

Other Responsibilities and Duties
Other duties as assigned
Follow district safety protocols and emergency procedures.

Supervisory Responsibilities:
None.

Mental Demands/Physical Demands/ Environmental Demands:
Tools/Equipment Used: Standard office equipment including personal computer and peripherals
Posture: Prolonged sitting. Occasional bending/stooping, pushing/pulling, and twisting
Motion: Repetitive hand motions including frequent keyboarding and use of mouse. Occasional reaching
Lifting: Occasional light lifting and carrying (less than 15 pounds)
Environment: May work prolonged or irregular hours
Mental Demands: Work with frequent interruptions, maintain emotional control under stress

This document describes the general purpose and responsibilities assigned to this job and is not an exhaustive list of all
responsibilities and duties that may be assigned or skills that may be required.