Job Title: Payroll & Benefits Specialist

Department: Human Resources

Reports To: Director of Human Resources

FLSA Status: Exempt

Job Code: E-1

Maryville College encourages all employees to be vaccinated for COVID-19. Questions may be directed to the Employee COVID-19 Coordinator and Director of Human Resources, Keni Lanagan, keni.lanagan@maryvillecollege.edu.

Summary: Responsible for processing and maintenance of employee and student payrolls, human resources records, and employee benefits administration of the College. Ensures the College’s payroll and timekeeping records are maintained in compliance with local, state and federal regulations. Provides information on benefits to employees and completes benefits billing. Performs a wide variety of confidential administrative duties, including preparation of reports and other administrative tasks. Duties involve a high level of confidentiality, tact, judgment, accuracy and initiative. Must be able to meet deadlines with complete accuracy. The position is trained in HIPAA and other laws applicable to human resources and higher education such as federal and state wage and hour laws, FERPA, FMLA, ADA, ADEA, OSHA, and is a Campus Security Authority (CSA) as defined by the Clery Act.

Essential Duties and Responsibilities:

General office duties include greeting visitors, answering phones, faxing, copying, scanning, and filing; requests work orders, reserves office/meeting space, initiates work orders and orders office supplies.

Responsible for record purging following the record retention policy and applicable laws. Maintains payroll and personnel files.

Supports employees with timekeeping and payroll issues. Responds within one business day.

Trains employees and management on the timekeeping system.

Maintains extensive knowledge of College payroll policies and procedures; explains payroll policies to employees and supervisors, including holiday pay, inclement weather pay and overtime compensation, and employee breaks.

Reviews timecards for non-exempt employees and enforces compliance with wage and hour laws.

Submits biweekly and monthly payrolls in a timely manner.

Records garnishments, levies and/or child support orders, and additions to pay for employees, and reconciles Addition to Pay forms with faculty contracts as needed.

Works with the Office of the Academic Dean to secure adjunct faculty contracts and arrange pay as stated by the Dean of the College.

Maintains Affordable Care Act compliance within the payroll system on a monthly basis.

Prepares, updates, and distributes payroll related reports timely and accurately, including but not limited to, reports for overtime, staffing, year-end leave accruals, workers compensation, and annual accounting, workers compensation and 403b audits.

Maintains knowledge of State and Federal Wage and Hour Laws.

Assists with audits and surveys relating to payroll, benefits, and student employment.

Reviews W-2s and Affordable Care Act 1095 forms at year-end.

Maintains required federal wage and hour law and other required employment law posters on all location boards.

Responsible for leave accrual setup, year-end reporting for accounting, and audits of available balances at end of fiscal year to ensure accuracy.

Works with Director of HR to conduct annual college-wide employee benefit renewal.

Responsible for benefits administration, including setup of eligibility profiles, plans, and enrollment in HRIS, uploading documents, and answering employee questions regarding benefits and enrollment process.

Reconciles monthly bills from all benefits providers for medical, dental, life, long term disability, retirement plan etc.

Reconciles monthly and biweekly payroll deductions for United Way, Community Shares and MC Development gifts.

Assists employees with qualifying events and updates benefits carriers.

Reconciles COBRA enrollees with benefits carriers.

Collects Early Retiree Medical Plan payments, sends payment to the business office and coordinates early retiree open enrollment in conjunction with employee open enrollment.

E-Verifies new hires in compliance with the Department of Homeland Security and USCIS.

Serves as a HIPAA contact person. Is a designated employee with responsibility to administer and handle the Personal Health Information of College employees and their dependents in a confidential manner.

Serves as backup for electronic new hire onboarding process for faculty and staff.

Responsible for onboarding of student employment new hires into HRIS to include verifying I-9 forms, Work Authorization Forms, Wage Appeal Forms, setting up pay allocations. Verifies FWS eligibility and completion of United Educator online training requirements.

Communicates benefits and payroll information to employees through Today@MC, the College app, MCInsider and the HRIS system.

Manages the student employment process including updating the Student Employment Handbook, Student Employment Supervisor Handbook and the College student employment website and MC Insider. Keeps student supervisors abreast of payroll deadlines and student employment policies and procedures.

Serves as backup for first report of injury intake for on-the-job injury Workers’ Compensation Claims.

Performs other duties as assigned.

Ability to work well with others and regular on-site attendance is required.

Supervisory Responsibilities:

This job has no supervisory responsibilities.

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience:

Associate’s degree is required, bachelor’s degree is preferred; 3-5 years of experience in human resources and/or payroll is required. Previous experience with Paycom (or similar cloud-based) human resources/payroll information system and/or experience in higher education is a plus. Prefer SHRM or HRCI certification, or willingness to pursue certification.

Language Skills:

Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.

Mathematical Skills:

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

Reasoning Ability:

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Computer Skills:

Intermediate computer skills in Outlook, Word and Excel is a minimum requirement. Experience with cloud-based HRIS and payroll software is desired.

Physical Demands: 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 sit. The employee is frequently required to talk or hear. The employee is frequently required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms. The employee is occasionally required to climb or balance and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 20 pounds.

Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate. Work is performed in doors in climate controlled facility.

Required: All applicants must apply through the Maryville College Careers portal website on the page of the desired position.

Maryville College is an Equal Opportunity Employer. For additional information about working at Maryville College, please visit our Careers at MC webpage.