Payroll and Benefits HR Administrative Assistant

Company Overview:

Hopdov is an HR Consulting Firm specializing in the hospitality industry. We offer comprehensive HR services, spanning the entire employee life cycle, from onboarding to offboarding. Hopdov provides advice and direct support on employee relations and workplace concerns, paired with proactive and progressive-based HR project work focused on helping our clients implement strong processes and systems that are essential for a solid HR foundation as well as business growth. Hopdov specializes in compliance and provides hands-on HR support to owners and business operators in New England and beyond.

These values outline our work, at every level :

• We deliver accurate information; not just the information you want to hear.
• We believe in reaching employees in the language in which they feel most comfortable, whenever possible.
• We believe that HR work should encompass both a progressive project-based approach, as well as the ability to respond immediately to issues as they arise.

Position Overview:

The Payroll and Benefits Administrative Assistant is responsible for executing core functions across payroll processing and benefit administration. In addition, this person will support HR administrative work across multiple clients. This role requires sound judgment and exceptional attention to detail. This role requires a high level of discretion and the ability to identify potential problems or errors as they arise. The ideal candidate thrives in a fast paced, structured environment and is, efficient, thorough, and highly responsive

We are looking for a motivated self-starter with experience processing payroll, administering benefits, and working with a variety of payroll software systems. The individual in this role must be highly organized, responsive, and act with a sense of urgency.

Payroll Responsibilities:

• Review employee onboarding documents for accuracy and completion
• Review employee data and hire/input employee information in a variety of payroll software systems, accounting for employee demographics, compensation, job/position, tax set-up and other important categories
• Receive and review payroll data, including hours, tips, sick time, and vacation time, from restaurant teams for weekly or bi-weekly processing
• Review data in the correct payroll format, as applicable to the payroll software utilized
• Ensure that all data, such as regular hours, overtime hours and tip data, is inputted correctly
• Input necessary deductions for employees, such as medical, dental and vision benefits
• Set up 401K and Roth 401K deferrals in payroll software
• Receive and review documents, such as wage garnishments, child support withholding orders, and tax levies, and process in accordance with payroll software utilized
• Apply Vacation and Sick policies to employee profiles in payroll software and assist with balance inquiries and adjustments as needed
• Receive and respond to employee and managerial questions surrounding payroll processing, such as direct deposit inquiries, compensation questions, data accuracy and others
• Connect with bookkeeping and accounting teams as needed, regarding tax filing, payroll reporting and other needs
• Process off-cycle payrolls as needed, including pay corrections, missed payments, and final paychecks, ensuring timely and accurate disbursement
• Process bonus payrolls for clients, coordinating bonus amounts with ownership and management and ensuring correct tax withholding and payroll coding
• Review and reconcile payroll registers before and after each payroll run, verifying hours, rates, deductions, and tip data for accuracy prior to submission and confirming final totals post-processing
• Maintain awareness of wage and hour compliance requirements applicable to tipped employees, including tip credit rules, minimum wage compliance, reporting time compliance, and flag potential compliance concerns to clients as they arise
• Maintain payroll, employee, and HR records in accordance with applicable federal and state record retention requirements, including I-9s, payroll and time keeping documents, and tax filings

Benefit Administration Responsibilities:

• Review and understand medical, dental and vision benefit programs, across multiple clients, correctly understanding benefit details such as deductibles, out of pocket max amounts and overall benefit structure
• Execute annual Open Enrollments for clients, distributing benefit materials to eligible employees, receiving new enrollments, changes and cancellations and processing in the correct portals
• Apply Open Enrollment results to payroll software, correctly noting enrollments, waivers, deductions for payroll purposes
• Execute ongoing Offers of Coverage throughout the calendar year, providing health insurance information to eligible employees
• Receive and process enrollment forms, inputting enrollments to the correct portals
• Record waivers for ACA reporting, as dictated by the client process for ACA reporting.
• Track new hire benefits eligibility across all clients, managing ACA waiting periods and measurement periods
• Oversee ACA reporting, utilizing client specific software or process
• Within ACA reporting, ensure that ACA forms (1095C forms) are generated with correct codes and correct cost of coverage
• After ACA reporting is complete, confirm that the 1094C and 1095C forms are filed with the IRS.
• Support 401K administration, as needed, across multiple clients. Review payroll reporting for 401K eligibility, input eligible employees into applicable 401K software and process 401K enrollments, setting up correct deferrals in payroll
• Complete 401K transfers for clients as needed
• Terminate benefits for employees in benefit portals to reflect termination dates
• Draft COBRA notices, as needed, and also work within various COBRA software utilized by clients, to process benefit terminations
• Support administrative tasks related to HSA, FSA and HRA programs, as needed
• Reconcile monthly benefit carrier invoices against enrolled employees in payroll and benefit portals, identifying and resolving discrepancies in a timely manner to ensure accurate billing

Administrative Responsibilities

• Compile employee onboarding documents, producing correctly formatted documents for clients to utilize in their onboarding process.
• Draft customized offer letters, employee warnings, job descriptions, employment verification letters and handle various HR requests supporting the employee experience.
• Demonstrate an understanding of the employee experience, working with clients to optimize employees onboarding and training.
• Support all employee relations concerns including complaints, coaching, counseling, and discipline, to include drafting written documentation and uploading / storing documentation within employee personnel file
• Provide overall support for payroll systems, payroll implementation, and overall HRIS systems applicable to restaurant and hospitality operators.
• Process First Reports of Injury for Workers Compensation Claims and correctly note on OSHA log, if needed
• Post Job Requisitions to Indeed and other recruiting software as needed
• Cultivate client relationships that drive forward HR excellence, consistent employee relations support, as well as continual progress on HR projects.

Other responsibilities as assigned.

Job Requirements:

Technical Skills

• Experience using ADP, Toast Payroll, Paylocity and Gusto software systems
• Experience using benefit enrollment portals, such as Blues Enrolls and UHC e-services
• Strong computer skills, including Office 365, G-Suite & other applicable software
• Interest in learning and using other payroll and HRIS systems

Experience

• Experience processing payroll for hourly employees with fluctuating hours and frequent onboarding and offboarding, preferably in a restaurant or hospitality environment
• Strong knowledge of Benefit Administration and ACA compliance to include benefit structure, employee eligibility, benefit processing and year end ACA reporting

Soft Skills

• Strong interpersonal skills, intuitive hospitality and polished communication skills
• Strong written and verbal communication skills
• Ability to effectively manage time and work efficiently
• Comfortable working alone and with a large degree of autonomy
• Highest level attention to detail and strong organizational skills
• Highly responsive, proactive, and acts with sense of urgency