Coordinator - Benefits & Payroll

Primary Purpose:

Responsible for accurate payroll and benefit processing and the related reporting with the use of the district payroll system as well as maintain employee payroll, benefit and leave records. Prepare and process semi-monthly benefits and deductions payrolls for staff, as well as temporary, retired and substitute employees. Maintain records and provide assistance to employees to ensure effective use of benefits and leave of absence. Coordinate the substitute’s benefits under the Healthcare Reform Act program for the district. Promote and maintain the employee wellness (EAP) program.

Qualifications/Certifications

• Bachelor’s Degree preferred, but not required. In addition to three years of related experience, or equivalent combination of education and experience.
• Bilingual Preferred.

Special Knowledge/Skills:

• Knowledge of Texas Education Agency account code structure
• Proficient skills in keyboarding, word processing, and file maintenance
• Knowledge of administration of employee benefits and leave programs
• Maintain high level of confidentiality
• Knowledge of the Healthcare Reform Act/ACA
• Knowledge of the FLSA payroll rules and FMLA Regulations
• Knowledge of COBRA and HIPAA regulations and requirements
• Knowledge of Teacher Retirement System rules and regulations
• Knowledge of basic accounting procedures
• Effective communication and interpersonal skills
• Strong ability to use personal computer and software to develop spreadsheets, databases and word processing
• Ability to organize and prioritize work responsibilities

Experience:

Three years benefit administration experience, insurance administration, payroll administration, or other related field. Preferably in a public education environment experience.

Duties \& Responsibilities:

• Ensure compliance with all federal state, and local laws and policies relating to payroll to include, but not limited to, Federal Insurance Contributions Act (FICA)/Medicare, Teacher Retirement System (TRS), Family Medical Leave Act (FMLA), Fair Labor Standards Act (FLSA).
• Maintain confidentiality of information.
• Administer employee benefit program such as group health insurance, dental, life, and medical reimbursement; handle employee benefit inquiries and complaints.
• Act as liaison between employees and insurance carrier’s claims office; resolve administrative problems with insurance carrier representatives;
• Process all employee benefits enrollment and change forms within required time limits to meet payroll deadlines.
• Processing employee’s status changes (i.e.: terminations, qualifying life events.)
• Advise employees regarding payroll issues including employee benefits.
• Lead with coordination of annual open enrollment process, including preparing, distributing, and receiving materials and forms.
• Prepare the payroll deduction/benefit registers and verify the calculation of monthly premium statements for all group insurance policies. Balance and submit billing statements to accounting for payment.
• Maintain statistical data relative to premiums and cost and assist with the preparation of reports.
• Maintain all physical and computerized health insurance records and assist with required data entry.
• Responsible for reviewing the handbook before open Enrollment from the Third Party Administrator.
• Maintain and distribute insurance forms and supplies to campuses and other district buildings.
• Process all long-term absences; determine eligibility for various leave programs including, catastrophic leave, Family and Medical Leave (FMLA) and temporary disability leave for administrative approval.
• Counsel as needed with employees concerning leave benefits, medical certification requirements, return-to-work dates, etc;
• Coordinate with payroll and risk management officials to process and coordinate all employee leaves and absences.
• Lead benefits orientation meetings and enrollment of new employees in benefit plans; assist with coordination of annual enrollment process, including making group presentations and preparing, distributing, and receiving materials and forms.
• Administer, facilitate, track and maintain Catastrophic Leave Bank Balance (CLB) and membership information.
• Assist the CLB chairperson with membership correspondence and scheduling meetings with the committee.
• Act as liaison between committee members, CLB requesters and recipients, and inform the chairperson of requests and issues regarding the CLB.
• Work cooperatively with the Business Office and HR Department to ensure accuracy of leave reports and approvals.
• Coordinate and maintain a system to keep track of substitute’s benefits under the Healthcare Reform Act/ACA. Inform of any related issues with substitute benefits under the Healthcare Reform Act.
• Coordinating with the Human Resources Department to maintain AESOP and Leave information.
• Maintain and oversee Affordable Care Act Compliance, Tracking \& Reporting hours worked in the payroll software.
• Provide timely notice to employees under COBRA \& HIPAA; including coverage and medical plans.
• Process all employee benefit enrollment and change forms within required time limits to meet payroll deadlines.
• Conduct annual Benefits Fair by coordinating with benefits vendors.
• Lead, promote and administer employee wellness (EAP) program.
• Assists the Sr. Coordinator of Payroll with general clerical duties, including sorting, filing, duplicating, researching, answering the telephone and responding to informational inquiries.
• Assume the lead role in all assigned projects.
• Dependable performance requires reliable and consistent attendance.
• Perform other duties as assigned by supervisor or other administrator that are consistent with the general requirements and qualifications for the position.

Professional Conduct:

• Maintain professional interactions with staff, parents, community and visitors.
• Demonstrate the ability to remain calm and withstand pressures.
• Demonstrate flexibility to change in routine and adapt quickly to changing situations.
• Demonstrates respect, courteous to peers and visitors and assists fellow workers willingly.
• Demonstrates principles of the Manor ISD People Experience.

Supervisory Responsibilities:

None

Equipment used:

Personal computer and peripherals

Working Conditions

The working conditions described 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 and expectations.

Mental Demands:

Maintain emotional control under stress

Work with frequent interruptions

Physical Demands:

Lifting (15-44 pounds)

Carrying (15-44 pounds)

Sitting

Standing

Bending/Stooping

Kneeling

Pushing/Pulling

Repetitive hand motions

Keyboarding/mouse

Speaking clearly

Hearing

Environmental Factors:

Exposure to noise

Work prolonged or irregular hours