Benefits and Leave Specialist at Hammer & NER – Wayzata, Minnesota

Primary Duties and Responsibilities

1. Employee Benefits and Leaves

• Support the processing of employee benefits (including medical, dental, vision, HSA, life insurance, short and long-term disability plans, retirement plans, flexible spending and COBRA).
• Conduct individual and group new employee benefits orientations.
• Process benefits changes such as new enrollments, employee changes, terminations etc. in coordination with the benefit vendors.
• Leads annual open enrollment implementation, including informational and/or help sessions with employees.
• Communicate with benefits providers and benefits brokers to ensure services are supplied according to agreements.
• Ensure benefits processes, workflows and authentications are implemented and processed through the HRIS-payroll system.
• Review and update benefit bills on a routine basis. Ensure file feeds are established and function as needed. Completes a monthly audit to ensure this is accurate.
• Create and maintain benefits and compensation queries and reports (internal and external) for the human resources team and other stakeholders in the organization.
• Manage the COBRA portion of the termination process to ensure proper procedures are completed. Complete ongoing COBRA audits to ensure accuracy and completeness.
• Complete ACA Audits to ensure compliance.
• Ensure electronic employee personnel file data integrity; scan and store benefits documentation as needed.
• Responsible for 401 (k) administration and billing. Provide employee support for loans and hardship withdrawals.
• Manage annual employee flu clinics. Track, manage and act as point of contact for all billing and setup.
• Responsible for the administration and application of mandated leaves (FMLA, PFML, Parental Leave, etc.). This includes STD & LTD claims processing.
• Interprets and administers leave programs and policies in accordance with the applicable federal and state employment laws.
• Manages and administers STD & LTD programs and ensures that STD claims are coordinated with FMLA, PFML, ADA or general medical cases.
• Responsible for developing and implementing sustainable employee rewards programs that acknowledge milestones, outstanding performance, and work anniversaries.?
• Create and implement initiatives that support employee retention, recognition, and engagement.

2. Payroll Administration

• Provides backup support for the Paylocity system to lead the bi-weekly payroll cycle, manual or off-cycle payrolls, and transmission of payroll information.
• Audit and save pre and post payroll reports; research issues or errors and determine resolution. Review all aspects of payroll to ensure compliance with organization’s policies.
• Review and approve all types of employment changes submitted by Human Resources; including new hire entries, employee changes including pay increases, and transfer processing.
• Research and collaborate with team to resolve workflow issues.
• Function as a subject matter expert for the timekeeping system processes and procedures. Provide coaching and support as needed to key stakeholders.
• Oversee and process garnishments, child support orders, tax levies and any other deductions, quarterly tax verification, and verifications of income.
• Process and code approved PTO payouts and expense reimbursements.
• Perform year end responsibilities including ACA and W-2 verification and mailings.
• Participate in various required payroll audits.
• Download and process feedback files and documents from 401 (k) provider portal for bi-weekly processing.

3. HRIS Administration and Compliance

• Ensures benefits processes, workflows and authentications are implemented and processed through Paylocity.
• Prepare the HRIS system for the organization’s annual benefits open enrollment.
• Create and maintain queries and reports (internal and external) for the human resources team and other stakeholders in the organization. Reports include EEO1,
• OSHA 300A, salary surveys, retirement plan audits, PTO reports, termination reports, etc. if Lead Payroll Specialist is unavailable.
• Ensure timely completion of employment verifications and information requests.
• Ensure electronic employee personnel file data integrity; scan documentation as needed.
• Manage and maintain appropriate record retention for benefits related paperwork.
• Ensure compliance with local, state, and federal employment laws and regulations.
• Serve as a backup trainer for the HRIS system. and support to employees using the employee-facing functions of the HRIS and the mobile app.

• Moderate level of knowledge and demonstrated use of payroll and HRIS systems required working for a mid-sized organization. Formal, informal, and cross-disciplinary experiences will be considered.
• Demonstrated depth of knowledge around payroll principles and wage and labor law compliance.
• Working knowledge of local, state, and federal employment laws and regulations.
• A willingness to manage multiple priorities to ensure work is completed in a timely and productive manner.
• Demonstrated experience communicating effectively and persuasively in oral and written communication on an interpersonal or group level. Demonstrated knowledge of and experience communicating with employees about benefits offerings and navigating systems.
• Demonstrated depth of knowledge around benefit plans and compliance.
• Experience exercising professional discretion and maintaining confidentiality regarding all human resources related matters.
• Must demonstrate the ability to work diplomatically with a wide variety of people, possess public speaking ability, strong organizational skills, and complete tasks with a high attention to detail.
• Proficiency with Microsoft Office Products (Word, PowerPoint). Advanced proficiency in Excel preferred.
• Experience, ability, and commitment to working with individuals and teams that are mixed across lines of difference such as race, gender-identity, sexual orientation, religion, ability, age, class, and immigrant status.
• Must receive an MN DHS Background study clearance.
• Requires frequent participation in repetitive activities including sitting and working for several hours at a time using a keyboard and monitor. Physical demands include frequent use of a telephone, frequent use of repetitive motion activities including typing on a computer keyboard and?the ability to work for several hours at a time at a desk and computer.
• Must be willing and able to work flexible hours/days, including occasional evenings and weekends, reflective of the dynamic schedule of the organization. (must be included-dependent on position)