Payroll & Benefits Clerk

PURPOSE OF YOUR JOB POSITION

The primary purpose of your job position is to perform payroll, adminster benefits, and personnel record keeping functions in accordance with applicable Federal, State, and local standards, guidelines and regulations.

DELEGATION OF AUTHORITY

As the Accounting Assistant, you are delegated the administrative authority, responsibility, and accountability necessary for carrying out your assigned duties.

JOB FUNCTIONS

Every effort has been made to make your job description as complete as possible. However, it in no way states or implies that these are the only duties you will be required to perform. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or is a logical assignment to the position.

MAJOR DUTIES AND RESPONSIBILITIES

• Maintain confidentiality of all payroll and other pertinent information in accordance with the Privacy Act, as well as our established policies and procedures governing the release of information. Release information in accordance with established policies and procedures.
• Compile payroll data such as garnishments and assignments, paid time off, timekeeping etc., according to established policies and procedures and make sure any deductions taken fall within federal and/or state guidelines. Ensure written authorization from the employee is received before giving out any information. Notify employee of any deductions to be taken out of their paycheck prior to doing so.
• Maintain a spreadsheet with the names of individuals who are on FMLA so that medical and supplemental payments can be tracked while the individual is on FMLA. Letters should be sent to the employee at the beginning of their leave stating the policy and expectation of payment while on leave. Make sure that payments are received or that a payment plan is set up. Follow up with employee as necessary.
• Review time-keeping system information for completeness and accuracy. Process payroll through payroll vendor. Run reports following payroll and distribute to appropriate department director or other facility personnel. Maintain files of exception reports, biweekly pay reports, etc. Assist employees in obtaining information concerning their payroll check, deductions, pto balances, overtime, etc., as necessary.
• Track when a part-time non-eligible employee becomes eligible and meet with them to discuss the 403(b) plan, give them the folder of information and let them know that if they do not sign up or opt out within the next 30 days, they will automatically be enrolled into the plan. Keep a spreadsheet of employees who are ineligible for the 403(b) match due to age and make sure that the match is not given until they become eligible. Prepare reports and participate in audits as directed. Become knowledgeable with Sunset Home’s retirement plan and stay abreast of any changes to the policies.
• Compile staffing data at the end of each quarter by running a report in Payroll system, converting the file to a zip file, and submitting that information to the Centers for Medicare and Medicaid Services. Staffing data also need to be submitted for physical therapy services, dietician hours, and pharmacist hours. Double check all files for accuracy before submitting. Print reports and check information for accuracy. Staffing data needs to be submitted by the deadline set by CMS.
• Track Worker’s Compensation premiums, wage assignments, dues, etc. to ensure timely payment. Ensure prompt payment of Federal and State payroll taxes, miscellaneous deductions (i.e. group medical plan premiums and voluntary benefit premiums), etc.
• Ensures the accuracy of all benefits enrollments in the HRIS to provide vendors with accurate eligiblility information.
• Distributes all benefits enrollment materials and determines eligibility.
• Responds to benefit inquires from managers and employees on plan provisions, benefits enrollments, status changes and other general inquiries.
• Assists with open enrollment process.
• Processess and administers all leave of absence requests and disability paperwork.
• Receive and follow administrative schedules/instructions from your supervisor and as outlined in our established policies and procedures. Assist in the establishment and maintenance of an adequate filing system.
• Develop and maintain a good working rapport with inter-department personnel, as well as other departments within the facility, to assure that administrative services and activities can be properly maintained to meet the needs of the facility.
• Represent the facility at and participate in meetings as required by the Director of Accounting and/or the Administrator.
• Assure that the office is maintained in a clean and safe manner and that necessary equipment and supplies are maintained to perform required duties.
• Assist in administrative studies and projects as assigned or that may become necessary. Respond to inquiries in a courteous manner. Refer to appropriate personnel as required.
• Other related duties and responsibilities that may become necessary or as directed by the Administrator and/or Director of Human Resources.

EDUCATIONAL REQUIREMENTS

• Must possess, at a minimum, a high school diploma or its equivalent. An Associate’s Degree in Accounting, Human Resources or related field is preferred.

EXPERIENCE

• Experience in payroll processing required.
• Experience in benefits administration preferred.
• PC skills including, but not limited to, word processing and spreadsheets. Knowledge of Microsoft Office software including Word, Excel, Power Point, Outlook, Internet and e-mail preferred.
• Must have knowledge of office machines and equipment.

SPECIFIC REQUIREMENTS

• Must be able to read, write, speak, and understand the English language.
• Must possess the ability to make independent decisions when circumstances warrant such action.
• Must possess the ability to deal tactfully with personnel, residents, family members, visitors, government agencies/personnel and the general public.
• Must possess the ability to work harmoniously with other personnel.
• Knowledgeable of laws, regulations, and guidelines pertaining to hospital and/or long-term care administrative procedures.
• Must possess the ability to plan, organize, develop, implement, and interpret the programs, goals, objectives, policies, and procedures, etc., that are necessary for providing sound accounting techniques.
• Must be able to understand and carry out written and oral instructions.
• Must have patience, tact, cheerful disposition and enthusiasm, as well as be willing to handle residents, staff, and visitors based on whatever maturity level at which they are currently functioning.
• Must possess the ability to seek out new methods and principles and be willing to incorporate them into
• existing accounting practices.
• Must possess the ability to examine and verify financial documents and reports.
• Must be able to prepare financial reports and other records in a systematic, neat, and legible manner.

PHYSICAL AND SENSORY REQUIREMENTS

• Must be able to cope with the mental and emotional stress of the position.
• Must possess sight/hearing senses or use prosthetics that will enable these senses to function adequately so that the requirements of this position can be fully met.
• Must function independently, have flexibility, personal integrity, and the ability to work effectively with residents, personnel, and support agencies.
• Must meet the general health requirements set forth by the policies of this facility, which include a physical examination.
• Must be able to relate to and work with ill, disabled, elderly, emotionally upset, and at times hostile people within the facility.
• May be necessary to assist in the evacuation of residents during emergency situations.