First Book is in search of a Payroll & Benefits Director responsible for the overall management and operation of the payroll function and the administration of Benefits for First Book. This includes ensuring compliance with all federal, state, and local laws and regulations; developing and implementing policies and procedures; managing payroll processing and systems and administrating Benefits. The Payroll & Benefits Director works closely with other members of the HR team, as well as Finance, to ensure accurate and timely payroll processing. The individual must be highly organized and detail-oriented, with excellent communication and interpersonal skills.
The Payroll & Benefits Director will be a subject matter expert (SME) in all aspects of benefits administration, payroll (ADP Workforce Now) automation, design, and communications and will build strong relationships, generate trust, and build a high degree of credibility with senior leadership and ensure the efficient and effective operation of all benefit programs.
First Book has a mandatory Covid-19 vaccination policy (medical and religious exemptions permitted). Proof of Fully Vaccinated Status is Required Before an Interview.
SUPERVISORY RESPONSIBILITIES: None
REPORTS TO: Vice President of Human Resources
First Book has a hybrid work environment
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Payroll
- Assure payroll deductions for employee contributions including insurance and garnishments.
- Assist in processing year-end information including W2s.
- Ensure accurate processing, reconciliation, and recordkeeping of multi-state payroll.
- Resolve escalated payroll issues and/or discrepancies.
- Lead training initiatives and opportunities for payroll staff.
- Create ad-hoc wage and management reports, including workers’ compensation information.
- Overall responsibility for system management, user training, and operational procedures.
- Project lead for payroll-related projects, including continuous development of processes that are scalable and support the company’s growth.
- Ensures the Team is consistently maintaining excellent customer service with team members and external parties.
- Research discrepancies in payroll information on a timely basis to ensure accuracy and prior to processing.
- Perform analysis, generate reports, and assist with special projects.
Benefits
- Develops various benefit strategies with the support of vendors to host informative workshops for the organization throughout the year.
- Establishes and leads effective benefits communication strategy to effectively inform employees and ensures that accurate, up-to-date forms, materials, and program descriptions are available.
- Provide leadership, expertise, advice, and direction on health, and retirement programs, including but not limited to plan design, development, automation, implementation, and administration of Medical, Dental, Vision, Life, LTD, and 403(b) plans for staff.
- Build and implement internal benefits-related workflows to align sound practices with benefits and departmental strategy.
- Develop, write, and design benefit-related policies and procedures and ensure proper implementation and communication of those policies.
- Manages open enrollment and related activities.
- Audit workflows and reconciliations to ensure data accuracy and compliance while identifying ways to take full advantage of options to minimize manual interventions and optimize automated processes.
- Review and analyze changes in federal, state, and local laws pertaining to benefits, and report necessary or suggested changes to management.
- Demonstrate a high level of customer service to the First Book by providing timely responses, information, and support to staff on all aspects of Benefit programs. Develop and direct strategies for internal and external customer service.
- Communicate the value of benefit offerings and programs.
- Serve as the primary point of contact for benefits vendors. Manage relationships and the exchange of information with insurance carriers and external brokers for claim and utilization data, enrollment information, and negotiating renewals.
- Ensure payments are processed in a timely manner, providing report metrics for periodic and annual reporting.
- Manage eligibility and the overlap of regulations and be able to communicate complex policies and regulations to employees and family members. Develop processes to monitor and maintain communication with employees and managers regarding their leaves.
- Ensure compliance with relevant federal and statutory regulations and requirements, including but not limited to FMLA, ERISA, COBRA, HIPAA, etc., for assigned employee benefit programs.
- Supervises preparation of reports and applications required to be filed with agencies, such as the Internal Revenue Service, Department of Labor, insurance commissions, etc.
- Work with internal and external partners to develop ways to measure and report on the effectiveness of existing benefits programs and be able to articulate assessments to leadership.
- Evaluate and compare existing company benefits with those of peer employers by developing a network of benefits professionals, and analyzing other plans, surveys, and other sources of information.
- Ensure compliance by promptly and accurately advising insurance carriers, trustees, other vendors, and regulatory agencies of plan changes.
- Responsible for benefits audits.
QUALIFICATIONS
- Minimum 6 years prior experience with ADP WorkforceNow, Bamboo (HRIS), Vanguard, United HealthCare, Guardian, and employee benefits administration including medical, dental, vision, life, disability, voluntary, retirement, and leave of absence.
- Bachelor’s Degree in HR or Business required. A Master’s degree in HR or MBA, is strongly preferred.
- PHR, SPHR, SHRM-CP, or SHRM-SCP are required.
- Must be able to pass a background check.
- Certified Benefits Professional (CBP) Certification is preferred.
- Minimum of 6 years of work experience multi-state payroll setting.
- Advanced Excel skills including v-lookups and pivot tables.
- Excellent written and verbal communication skills.
- Proficient in MS Office (especially Excel).
- Working experience and knowledge of payroll taxes at the federal, state, and local levels.
- Strong knowledge of current payroll and HRIS systems.
- Experience with electronic payments and filing of federal and state payroll taxes.
- Critical thinker, innovative, and solution focused.
- Strong sense of urgency and ability to multi-task with extreme attention to detail.
- Approach work with big-picture thinking and seeks opportunities for the organization. Promote and support efforts as implemented.
- In-depth knowledge of FSA/ HSA programs, COBRA, HIPAA, FMLA, and related laws, and IRS and other agency reporting requirements.
PHYSICAL REQUIREMENTS:
- Prolonged periods of sitting at a desk and working on a computer.
- Must be able to lift up to 15 pounds at times.
All full-time employees are eligible for the following benefits:
• Hybrid work environment – can work from home and office
• Dental & medical insurance
• Life and Accidental Death and Dismemberment coverage
• Vacation leave
• Sick leave
• Twelve Annual Holidays
• 401K and employer matching pension contribution
• Transportation benefits
TO APPLY:
Candidates are invited to submit a resume, and a cover letter that details your interest in the position. If you need assistance applying, please reach out to us at 202-499-5935 / ajones@firstbook.org.