Payroll and Benefits Clerk

Payroll Specialist

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 the employee benefits program for the district. Maintain records and provide assistance to employees to ensure effective use of benefits.

Qualifications:

Education/Certification:

• High school diploma or GED

Special Knowledge/Skills:

• Knowledge of basic payroll accounting procedures
• Ability to maintain accurate and auditable records
• Ability to use software to create spreadsheets, databases, and do word processing
• Proficiency in keyboarding and file maintenance
• Ability to work with numbers in accurate and rapid manner to meet established deadlines
• Effective organizational, communication, and interpersonal skills
• Knowledge of administration of employee benefits programs and applicable laws
• Ability to interpret and disseminate insurance and benefits information to individuals and groups
• Ability to effectively present information in one-on-one and to small and large groups of employees
• Knowledge of basic accounting principles

Experience:

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

Major Responsibilities:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Payroll Accounting:

1. Prepare accurate district payroll for distribution to employees following established procedures.
2. Receive and audit timesheets for all district employees. Calculate employee wages, salaries, hours worked, overtime pay, and determine withholdings, deductions, and net pay.
3. Balance payroll earnings and deductions; initiate related transfers of funds and deposits.
4. 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.

Data Entry:

1. Prepare and post all payroll changes including payroll deductions, salary changes, termination, and new employee information.

Records and Reports:

1. Compile, maintain, and file all reports, records, and other documents as required including maintaining payroll and related files such as payroll records and absent-from-duty reports.
2. 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.

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 the 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:

1. Prepare and verify monthly premium statements for all group insurance policies. Balance and submit billing statements to accounting for payment.
2. Maintain all benefits-related records including statistical data relative to premiums and cost. Assist with required data entry and preparation of reports.
3. Assist with preparation of benefits handbook, including word processing, coordinating printing, and distribution (as needed).
4. Maintain and distribute insurance forms and supplies to campuses and other district buildings.
5. Compile, maintain, and file all reports, records, and other documents as required.
6. Maintain confidentiality of information.

Other:

1. Work cooperatively with the human resource department, principals, department heads, campus and department secretaries, and employees to ensure accuracy of information reported. Resolve payroll problems and inquiries.
2. Respond to requests from financial institutions regarding verification of employment.
3. Maintain confidentiality of information.
4. Follow district safety protocols and emergency procedures.
5. Must be present regularly in person.

Supervisory Responsibilities:

1. None.

Mental Demands/Physical Demands/Environmental Factors:

Tools/Equipment Used: Standard office equipment including personal computer and peripherals.

Posture: Prolonged standing; frequent kneeling/squatting, bending/stooping, pushing/pulling, and twisting

Motion: Repetitive hand motions; 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