Payroll and Benefits Assistant

Payroll And Benefits Assistant

Location: Educational Leadership & Support Center

Classification: $23.46 per hour - 1.0 FTE 12-month position / 261 days a year. Hourly Non-Administrative Meet and Confer Work Group H - All benefits in accordance with work agreement. Reports to Payroll and Benefits Manager.

Department hours: 7:30 a.m. 4:00 p.m. Monday - Friday except for designated weeks in June/July that are 7:00 a.m. 5:00 p.m. Monday - Thursday. Occasional overtime may be required during peak payroll periods or to meet project deadlines.

Summary: The Payroll and Benefits Assistant supports the Payroll and Benefits team in the accurate and efficient administration of bi-weekly payroll and employee benefits.

Responsibilities include verifying and maintaining employee data, processing employee changes, researching discrepancies, assisting employees with payroll and benefits questions, supporting benefit enrollment and eligibility, completing verifications and documentation, and assisting with audits, training, events, and special projects. The position requires accuracy, confidentiality, strong customer service, problem-solving skills, and the ability to manage competing priorities.

Key Job Responsibilities

• Compile, verify, calculate, enter, and maintain employee payroll and benefits data.
• Apply applicable IRS regulations, union contracts, work agreements, Board policies, and department procedures when processing employee data.
• Research and resolve payroll and benefits discrepancies and identify potential issues or errors.
• Process employee changes. Audit reports and system data to ensure accuracy, completeness, and compliance.
• Interpret benefit eligibility and process related enrollments and employee changes.
• Monitor new hire orientations to ensure required payroll information, including direct deposit and tax elections, is received.
• Respond to employee, vendor, and external agency inquiries by phone, email, and in person, providing accurate and timely information.
• Guide employees in using payroll and benefits resources and applications.
• Complete documentation and employment verifications for external entities as requested.
• Scan, upload, organize, and maintain electronic and paper records in accordance with department procedures.
• Participate in employee and co-worker training as needed.
• Assist with meetings, events, and special projects.
• Manage multiple priorities, meet established deadlines, and adjust to changing department needs.
• Perform other duties as assigned.

Key Department Expectations

• Customer Service & Communication: Provide professional, timely, and accurate service to employees, vendors, and others. Communicate clearly and appropriately in both written and verbal interactions.
• Accuracy & Attention to Detail: Maintain a high level of accuracy when processing payroll and benefits information. Carefully review work and recognize the importance of protecting employees from errors or delays.
• Problem Solving & Ownership: Take responsibility for assigned work, investigate issues, and seek solutions rather than simply passing problems to others. Recognize when additional assistance is needed and communicate issues appropriately.
• Dependability & Time Management: Be punctual, dependable, and organized. Prioritize competing demands, meet deadlines, and maintain consistent progress on routine responsibilities while responding to issues as they arise.
• Collaboration & Professionalism: Work effectively and respectfully with team members and departments. Maintain confidentiality, demonstrate sound judgment, and contribute to a positive and inclusive work environment.
• Flexibility & Initiative: Adapt to changing priorities, payroll and benefits deadlines, regulations, and department needs. Take initiative to assist others and contribute to improving processes and department operations.
• Willingness to Work Beyond Standard Hours: Occasional additional hours may be required during peak processing periods, deadlines, or other times when necessary to complete essential work accurately and timely.

Education and Experience

Three or more years of experience with customer service and progressive administrative responsibilities.

Bachelor's Degree in Business Administration, Accounting or related field preferred but not required.

Experience using Human Resource Information Systems (HRIS); payroll and benefit systems preferred.

Strong computer skills including accurate data entry, professional use of email, and proficient utilization of Google Suite and Microsoft Office Suite products.

Proven experience working in a fast-paced environment and managing multiple priorities with frequent interruptions.

Essential Functions

To perform this job successfully, an individual must be able to perform each key responsibility and expectation satisfactorily.

Language Skills

Ability to read, interpret, and communicate information clearly and effectively in both oral and written form. Ability to prepare reports, training materials, and employee communications and respond professionally to questions from a variety of stakeholders.

Mathematical Skills

Ability to perform payroll-related mathematical calculations involving percentages, deductions, accruals, decimals, and formulas. Proficiency using spreadsheets, calculators, and databases to analyze and validate payroll information.

Physical Demands

While performing the duties of this job, the employee is frequently required to sit, stand, walk, talk, hear, and use hands and fingers to handle objects or controls. The employee will sometimes push/pull items such as tables and carts. Specific vision abilities required by this job include close vision, color vision and the ability to adjust focus while working with computers, written materials, reports, assessment data, etc.

The Cedar Rapids Community School District is an Equal Opportunity Employer. The district does not discriminate on the basis of race, creed, color, gender, national origin, religion, age, marital status, sexual orientation, veteran status, or disability.