Payroll and Benefits Administrator

JOB DESCRIPTION

Title:                      Payroll and Benefits Administrator

FLSA Category:   Exempt

Reports To:            Chief Human Resources Officer

Date Issued:           January 2022 

Greater Baden Medical Services (GBMS) is a Federally Qualified Health Center (FQHC) dedicated to providing high-quality healthcare across Southern Maryland. With 9 clinical sites across Prince George's, Charles, and St. Mary's counties, we serve over 18,000 patients each year. We provide fully integrated care that includes primary care, pediatrics, women's health, Title X family planning, dental care, behavioral health, WIC, pharmacy services, and the Ryan White HIV/AIDS program. Our patient population is primarily made up of Medicaid and uninsured individuals. We are deeply proud to deliver these vital services to everyone in our community, regardless of their ability to pay, making Greater Baden an incredibly rewarding place to grow your career while making a tangible, life-changing impact every day.

Job Summary:

The Payroll and Benefits Administrator is responsible for all activities relating to the organizations payroll, benefits and Human Resources Information System (HRIS) processing including but not limited to developing, implementing and monitoring (e.g., performing internal audit and control procedures to ensure all wages, taxes and benefits are accurate).  The individual will be the organization’s subject matter expert within ADP Workforce Now in regards to all payroll, benefits, and HRIS administration.   Also, the individual will perform other duties as assigned under the direction of the Chief Human Resources Officer.

Essential Functions:  PAYROLL ADMINISTRATION

1. Oversees all aspects of payroll for all hourly, salaried, and 1099 staff members; including reviewing and processing payroll on a bi-weekly basis, reporting and analytics, system upgrades, and administration of system users within ADP Workforce Now.
2. Enter and maintain team member personnel electronic records within ADP Workforce Now.
3. Administer and maintain the time and attendance policies and paid leave policies for all team members.
4. Process garnishment requests from attorneys and/or state offices in-line with State, Wage and Labor guidelines and regulations on a timely manner.
5. Implement and maintain payroll best practices to improve efficiency and consult with Human Resources team to improve payroll and HRIS processes. 
6. Review and approve Continuing Education, Tuition Assistance, and Professional Licensing reimbursement requests submitted by team members in accordance to company policy.
7. Ensure all Third Party Sick pay is entered and recorded to the team member’s taxable wages within ADP.
8. Provides payroll summary reports to the appropriate Program Coordinator regarding grant allocations on a biweekly, monthly, and quarterly basis. 
9. Provides special payroll and analytical reports related to organization compensation, budget, benefits forecasting and/or other requested reports.
10. Must submit timely reporting of mandatory State reporting in relation to staffing and EEO-1 reporting.
11. Evaluate and implement payroll/HRIS systems upgrades and changes.
12. Assist in documentation and monitoring of internal controls as it relates to the Human Resources Dept.

Essential Functions:  BENEFITS ADMINISTRATION

1. Performs general Benefits Administration duties which includes but is not limited to administering all team member benefit programs including enrollments and terminations.
2. Facilitates the new team member on-boarding by presenting the organization’s benefit options to ensure team members gain an understanding of benefit plans and enrollment provisions.
3. Plans and administers annual open enrollment period. This includes preparation (or revision) and distribution of materials, conducting meetings to communicate changes to team members, arranging for on-site representation, and processing updates within ADP Workforce Now.
4. Works with the Benefits Broker on securing agreed and approved contracts by the Chief Executive Officer and ensures appropriate execution of benefits contracts.  Maintains files with current and historical benefits contracts.
5. Coordinates, communicates and facilitates annual Open Enrollment with team members through on-line enrollment training and answers questions related to benefits eligibility.
6. Verifies requests for benefits enrollment in relation to Qualifying Life Events to include loss of coverage, birth, marriage and or other eligible events under Qualifying Life Events. 
7. Works with the Chief Human Resources Officer and Human Resources Generalist concerning FMLA requests, STD and LTD requests and approvals.  Serves as POC for HR pay-related questions in regards to Covid-19 positive team members.
8. Coordinate with third party administrator to manage disability claims according to the plan.
9. Ensures all Benefit Carrier Feeds are executed on time and without errors on a weekly basis.
10. Processes monthly invoicing from providers.  Reviews invoices for accuracy and approves for payment in a timely manner.  Resolves discrepancies with carriers and payroll.
11. Plans, conducts and reports results of audits to ensure all enrollments are accurate and that dependent information is correct for each team member and works closely with Finance for quarterly and year end audits (Medicare Cost, Workers Comp, 401k, etc.).
12. Processes benefits terminations for terminated team members in accordance with plan and company guidelines, and notifies terminated team members of status via electronic communications.
13. Works with insurance plans regarding the continuation of elected benefits through COBRA administered through third party insurance.

Nonessential Functions:

1. Performs other duties as assigned

Supervisory Responsibility-None

Oversees lower-level assignments provided to the Human Resources Assistant as a part of Payroll processing and or Benefits Administration

Managerial Responsibilities

None

Minimum Qualifications:

1. Bachelor’s degree or relevant years of experience; CEBS, CPP and/or PHR/SHRM-CP certification preferred.
2. Experience in Benefits Administration is a plus.
3. 3+ years’ experience processing payroll within ADP Workforce Now is required.
4. Proficient with Microsoft Office Products.  Intermediate to Expert level Microsoft Excel experience is required. 

Preferred Experience/Skills: 

1. Minimum of 5+ years administering payroll, HRIS and benefits processes. Work experience should include knowledge of basic human resources, payroll practices, benefits administration, and compliance or other related experience.
2. Must have strong knowledge of a variety of computer software applications including payroll, benefits, time & attendance and HRIS and self-service systems.
3. Must be seasoned competent and successful in demonstration of Benefits Administration.
4. Possess strong written and verbal communications skills.
5. Strong attention to detail and ability to edit and proofread. 

Communication:

1. Internal:    Daily contact with center Staff, Providers, and Executive Team Members
2. External:   Frequent contact with insurance carriers and vendors

Competencies Needed

Accountability - Meets established expectations and takes responsibility for achieving results; encourages others to do the same.

Analytical Skills – The ability to tackle a problem by using a logical, systematic, sequential approach. Possess creative thinking, learning, systems thinking and problem solving. Must be effective at defining and solving problems to ensure that the real, underlying challenge is understood and that solutions actually address it.

Healthcare Systems – Knowledge of healthcare and medical terminology. Knowledge of accounting terminology.

Interpersonal Skills – Work closely with other team members to effectively support their work so that solutions can be effectively implemented. Serves as a liaison for various staff and/or management and acts as the Point of Contact.  

Results Oriented – The ability to focus on the desired results, setting challenging goals, focusing effort on the goals, and meeting or exceeding them.

Reporting - Drafts, runs, and distributes reports. Provides overview and communicates report findings. 

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. 

Physical and Mental Demands

1. Ability to remain in a stationary position 50% of the time.
2. Ability to cope with stress and perform requests within a timely manner.
3. Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine and computer printer. 
4. The person in this position frequently communicates with Team Members, Providers and Executive Members. Must be able to summarize and exchange accurate information.
5. Performs a variety of duties, often changing from one task to another.
6. Performs with frequent interruption or distractions.
7. Adjust priorities quickly as circumstances dictate. 
8. Ability to interact appropriately with colleagues for different purposes in different context. 
9. Expressing or exchanging information to convey detailed spoken instructions accurately, or quickly.
10. Ability to judge distances and spatial relationships to see objects where and as they actually are.
11. Cognitive ability to analyze, count, summarize and synthesize information from multiple sources. 

Language Skills

Ability to read and interpret written or verbal documents and instructions. Ability to speak effectively to team members and/or stakeholders of the organization.

Travel

Must be able to drive between Greater Baden Medical Services, Inc. locations.