Job Abstract

We are currently seeking an experienced Benefits and Payroll Administrator for our Baltimore Maryland based non-profit organization. The Benefits and Payroll Administrator is responsible for the comprehensive administration of all employee benefits, including health, dental, vision, life insurance, disability benefits, and retirement plans. It serves as the primary point of contact for employee inquiries, ensuring effective communication and management of benefits and payroll systems. The Administrator acts as a liaison between employees, management, external brokers, and vendors to manage benefits administration and communication while ensuring compliance with all federal, state, and local regulations. Additionally, the Administrator oversees payroll processing, updates payroll records, and coordinates with finance and accounting vendors to ensure accurate and timely payroll operations. Through these functions, the Benefits and Payroll Administrator supports the organization's goal of maintaining a motivated workforce by managing systems that ensure their well-being and financial security, thereby fostering a productive work environment.

ESSENTIAL DUTIES

The primary responsibilities of this position are:

• Manage the entire scope of employee benefits programs, including health, dental, vision, life insurance, and disability benefits. Administer retirement plans, serve as the primary contact for employee inquiries, and conduct orientations and educational programs during enrollment.
• Prepare payroll data for processing, reconcile payroll discrepancies, and ensure accurate reporting and documentation for audits.
• Oversee and process payroll changes such as salary adjustments, bonuses, deductions, and other compensatory components. Ensure all payroll processes are accurate, comply with company policies, and are executed in a timely manner.
• Act as the intermediary between the company and external benefits brokers or vendors. Coordinate negotiations and resolve issues with benefits coverage, claims, and premiums.
• Regularly communicate with employees and management about payroll and benefits updates, changes, and deadlines. Train employees on utilizing online systems to access pay stubs, enroll in benefits, and update personal information.

Additional duties and responsibilities:

Benefits Administration

• Administer employee benefits programs such as health, dental, vision insurance, retirement plans, life insurance, and disability benefits.
• Serve as the primary point of contact for employee inquiries regarding benefits policies and individual coverage questions.
• Conduct benefits orientation and educational programs for new hires during annual enrollment.
• Keep up-to-date records of employee participation in all benefits and retirement programs.

Vendor Coordination

• Act as the liaison between the company and external benefits brokers or vendors to ensure effective benefits management.
• Coordinate with brokers to resolve issues related to benefits coverage, claims, and premiums.

Payroll Processing

• Collect, compile, and enter payroll data using appropriate software, ensuring accurate processing of payroll deductions for taxes, benefits, and other deductions.
• Prepare and review payroll reports for accuracy and completeness before submission for processing.
• Coordinate with finance and accounting teams to reconcile payroll data and to ensure proper accounting of wages, benefits, and taxes.
• Ensure compliance with federal, state, and local payroll, wage, and hour laws and best practices.

Payroll and Salary Changes

• • Manage and process payroll changes, including salary adjustments, bonuses, deductions, and other compensatory components.
  • Update payroll records by entering changes in exemptions, insurance coverage, savings deductions, job titles, and department/ division transfers.
  • Ensure all payroll changes are processed accurately and in a timely manner, in accordance with company policies and regulations.

Communication and Training

• • Communicate regularly with employees and management regarding payroll and benefits updates, changes, and deadlines.
  • Train employees on using online portals or systems for viewing pay stubs, benefits enrollment, and updating personal information.

QUALIFICATIONS:

Education, Experience, Certifications and Licensures:

• Bachelor's degree in human resources, finance, business administration, or related discipline, or equivalent work experience.
• Minimum of three years of experience in benefits administration and payroll processing.
• Proven experience working with HRIS and payroll systems. Paycom experience preferred.
• Strong background in managing multiple benefits programs, including health, dental, vision, and retirement plans.
• Experience in handling confidential and sensitive information with discretion.

KNOWLEDGE, SKILLS & ABILITIES

• Must maintain a high degree of confidentiality.
• Strong attention to detail and accuracy.
• Excellent planning, time management and decision-making skills.
• Ability to learn systems quickly and develop practical solutions for system improvements.
• Demonstrated project management skills in the context of new system implementation.
• Excellent oral and written communication skills.
• Ability to understand user needs within and outside of HR and work collaboratively in a team environment.
• A comprehensive understanding of employee benefits programs, including health, dental, vision, life, disability insurance, and retirement plans.
• Familiarity with federal, state, and local laws regarding benefits, payroll, wage, and hour regulations.
• In-depth knowledge of payroll systems and HRIS technologies.
• Ability to analyze information and use logic to address work-related issues and problems. Must be meticulous with details to ensure accuracy in every aspect of benefits and payroll administration.
• Communication Skills: Strong verbal and written communication skills to effectively convey information to all levels of employees and management.
• Problem Solving: Ability to identify issues and resolve them in a timely manner; must be adept at managing emergencies and adjusting plans as needed.
• Capable of managing multiple tasks and deadlines in a fast-paced environment.
• Strong interpersonal abilities to interact effectively with employees, management, and external partners.
• Proficient with various payroll and benefits management software to streamline processes and ensure accurate data management.

PHYSICAL REQUIREMENTS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to talk, hear and respond to customers and employees. The employee frequently is required to stand; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl. The employee is occasionally required to walk and sit. The employee must regularly lift and/or move up to 25 pounds and occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

SAFETY & HEALTH RESPONSIBILITIES

We are committed to providing and maintaining a safe, secure and healthy work environment for all employees, clients served, volunteers and visitors. As part of this commitment, we have developed safety, security and occupational health policies, practices, and standards.

With this understanding, all employees are required to: Adhere to all local, state and federal safety and environmental codes, ordinances, standards and laws; adhere to all  safety plans, policies, practices and standards; be aware of and follow all safety rules of your work site; report any unsafe conditions or accidents to your supervisor; practice standard precautions (formerly universal precautions) at all times, and; participate in mandatory or available safety training.

WORK ENVIRONMENT

While performing the duties of this job, the employee is exposed to both indoor and outdoor conditions. The employee will be subject to noise.

Hybrid work environment- a flexible work model allowing employees to work a blended schedule at remote and in-office locations.

OUR CULTURE 

We are dedicated to fostering diversity, equity, and inclusion in our commitment to support our employees and the Marylanders we serve.

Vision Statement: To be regarded as a leader in equitable access to health care through policy and practices, and a workplace whose culture promotes diversity, values its team, and fosters inclusion.