Nature of Work: The Payroll & Benefits Specialist ensures accurate and timely weekly payroll processing through the agency’s HRIS system and manages benefits-related reconciliations. This role partners with managers, who are responsible for approving timecards, to ensure payroll data is accurate before processing. The position also supports employee engagement by developing and maintaining an employee discount program with local vendors. This position requires exceptional attention to detail, a strong commitment to confidentiality, and the ability to work collaboratively across departments.
Essential Functions:
Payroll Processing
- Updates HRIS system, i.e., entering adjustments on pay rates, employee status changes, deductions.
- Process weekly payroll in the HRIS system, ensuring accuracy of hours, pay rates, deductions, and leave accruals.
- Review and reconcile payroll data provided by managers, who approve timecards prior to payroll submission.
- Maintain payroll records in compliance with agency policy and legal requirements.
- Serves as the primary point of contact and works to resolve employee questions and concerns about payroll.
- Partner with Finance on payroll-related reporting and audits.
Benefits Reconciliation:
- Perform monthly benefits reconciliations for all health, dental, vision, life, disability, and retirement plans.
- Identify and resolve discrepancies between payroll deductions and benefit provider invoices.
- Prepare reconciliation reports for HR and Finance review.
Benefits Administration:
- Support and train employees on agency benefits.
- Respond to benefits inquiries in a timely manner.
- Work closely with the Director of Human Resources to research and improve benefit offerings.
- Coordinate benefits sign up and termination for employees, tracks stop/start of benefits to meet deadlines needed for payroll processing.
- Prepare reports and analyze data to identify opportunities for improvement.
Leave Administration:
- Oversees all employee leaves to include FMLA, Maine FML, and other nonqualified leaves.
- Prepare appropriate forms and documentation; providing employee education and guidance as needed.
- Respond to employee leave inquiries and resolve issues that may arise in a timely manner
- Communicate with leaders, providing updates and information needed for scheduling
- Prepare and distribute leave reports as needed or requested by leadership
Employee Discount Program:
- Research, establish, and maintain an employee discount program with local vendors.
- Promote program availability and maintain up-to-date vendor information for employees.
- Periodically assess usage and satisfaction to ensure program value.
Compliance and Reporting:
- Ensure payroll and benefits reconciliation processes comply with applicable laws and agency policies.
- Monitor and ensure compliance with the Affordable Care Act (ACA) requirements, including tracking employee eligibility for health insurance based on hours worked.
- Maintain accurate measurement, administrative, and stability period records for variable-hour and part-time employees.
- Generate and review ACA-related reports to monitor benefits eligibility and identify compliance risks.
- Coordinate with payroll and HRIS systems to ensure accurate data collection for ACA reporting and compliance.
- Stay current with ACA regulations and guidance, ensuring all benefit practices and policies reflect current legal requirements.
- Act as the point of contact for internal and external ACA audits or data requests.
- Support internal and external audits by providing accurate documentation.
- Prepare required reports for HR and Finance leadership.
Other Duties: 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.
- Cross-train in other HR Administrative functions to provide coverage during absences or high-volume periods.
- Support HR / Payroll / Benefits projects as assigned.
- Ability to work flexible hours, including occasional evenings or weekends, based on agency needs.
- Travel between agency locations as necessary for trainings, audits, or meetings.
- Commitment to confidentiality, ethical standards, and accuracy in all payroll and benefits-related functions.
- Ability to meet strict payroll processing deadlines consistently.
Physical Requirements/Work Environment:
- Operates in a professional office environment with periodic visits to program sites.
- Regularly required to sit, stand, walk, use hands to operate office equipment, and talk or hear in person and via phone or video conferencing.
- May occasionally be required to lift up to 35 pounds (e.g., supplies, documents, equipment).
- Must be able to travel independently between agency locations and to meetings or vendor sites.
- May require occasional evening or weekend hours depending on payroll or project deadlines.
Qualifications:
- High school diploma or equivalent required; Associate’s degree in accounting, business administration, human resources, or related field preferred.
- Minimum of one (1) year of payroll experience; benefits reconciliation experience strongly preferred.
- Strong knowledge of wage and hour laws, payroll compliance requirements, and reporting practices.
- Proficiency in HRIS and payroll systems, with strong Microsoft Excel skills.
- Demonstrated ability to maintain confidentiality and accuracy in financial and employee data.
- Strong organizational, time management, and problem-solving skills.
- Ability to pass all required background checks (Adult/Child Protective Services, criminal history, OIG Exclusion list, National Sex Offender Registry, Bureau of Motor Vehicles, and Maine CNA Registry).
Qualifications:
- High school diploma or equivalent required; Associate’s degree in accounting, business administration, human resources, or related field preferred.
- Minimum of one (1) year of payroll experience; benefits reconciliation experience strongly preferred.
- Strong knowledge of wage and hour laws, payroll compliance requirements, and reporting practices.
- Proficiency in HRIS and payroll systems, with strong Microsoft Excel skills.
- Demonstrated ability to maintain confidentiality and accuracy in financial and employee data.
- Strong organizational, time management, and problem-solving skills.
- Ability to pass all required background checks (Adult/Child Protective Services, criminal history, OIG Exclusion list, National Sex Offender Registry, Bureau of Motor Vehicles, and Maine CNA Registry).
Physical Requirements/Work Environment:
- Operates in a professional office environment with periodic visits to program sites.
- Regularly required to sit, stand, walk, use hands to operate office equipment, and talk or hear in person and via phone or video conferencing.
- May occasionally be required to lift up to 35 pounds (e.g., supplies, documents, equipment).
- Must be able to travel independently between agency locations and to meetings or vendor sites.
- May require occasional evening or weekend hours depending on payroll or project deadlines.
The Payroll & Benefits Specialist ensures accurate and timely weekly payroll processing through the agency’s HRIS system and manages benefits-related reconciliations. This role partners with managers, who are responsible for approving timecards, to ensure payroll data is accurate before processing. The position also supports employee engagement by developing and maintaining an employee discount program with local vendors. This position requires exceptional attention to detail, a strong commitment to confidentiality, and the ability to work collaboratively across departments.
