At BestCare we pave the way for rewarding careers. Our tailored team is one based on shared compassion and an inclusive culture that champions growth. 

By choosing to begin work with us, you're not just finding a position — you're partnering with a community of client-centered care teams that make an impact by being part of the solution that serves those with mental health, substance use, housing instability, and prevention. At BestCare we value your skills, foster your growth, and provide you with tools for career advancement.

This is a primarily in person position with some hybrid availability as approved. 

Job Summary:  The Payroll & Benefits Administrator is primarily responsible for managing all payroll processes and systems to ensure efficient, timely, and accurate delivery of the organization’s payroll. This includes partnering with the Financial Controller to maintain strong internal controls, related records and documents, documenting and updating processes, and preparing reports; performing and supervising all activities required for the timely and accurate processing of bi-weekly and off-cycle payroll and ensures confidentiality of private information to remain compliant with appropriate regulatory requirements. The benefit administration of this position is responsible for identifying earning and deduction changes applicable to benefit changes, as well as ensuring compliance with State and Federal laws and BestCare’s internal policies, building and managing relationships with benefit providers, developing/providing communication and education to staff about benefit programs, and partnering in evaluating and recommending benefit plan changes annually.

  Payroll Administration Responsibilities 

1. Ensures the payroll system is functioning properly, which includes resolving system issues, managing system upgrades, maintaining data integrity standards, and vendor relationships;
2. Accurately manages bi-weekly and off-cycle payroll processing for both exempt and non-exempt, in-state and out-of-state employees;
3. Verifies compliance with all applicable payroll, wage, and tax laws, including federal, state, and local regulations;
4. Monitors and assigns the requests in the HR Ticketing system to the appropriate party;
5. Reviews and approves work prepared by leaders and other staff for accuracy and completeness;
6. Calculates and prepares manual and voided checks issued through the payroll process;
7. Ensures personnel transactions such as new hires, terminations, benefits deductions, 
8. garnishments, direct deposits, etc., are accurate and appropriately documented and processed, including data entry of these pay changes as needed (Employee Action Forms, EAFs);
9. Works collaboratively with the HRBP for Leaves of Absence to ensure that employee choices of options for approved leaves of absence are accurately recorded, processed, tracked, and paid as elected through the HRIS/payroll system, and provides other support for leaves as needed; will be trained as back-up for leaves;
10. Assists employees with payroll-related inquiries such as paycheck discrepancies, PTO 
11. accruals/balances, and benefit/other deductions in a timely and professional manner;
12. Manages and triages/redirects the HR/PR Ticketing requests, and Payroll group email;
13. Ensures that the designated back-up for running payroll has appropriate access in the HRIS system and is properly cross trained;
14. Maintains the employee records for changes affecting employees’ pay and benefits in the personnel files;
15. Supports compliance with all applicable payroll, wage, and tax laws, including federal, state, and local regulations;
16. Manages payroll processes and conducts regular reviews to recommend improvements to the HR leadership team and the Financial Controller;
17. Establishes controls with Financial Controller to maintain compliance with employment and payroll legislation and regulatory guidelines;
18. Assists with development and implementation payroll policies and procedures to maintain consistency and compliance across the organization; may assist with writing Standard Operating Procedures (SOPs)
19. Maintains a thorough understanding of federal, state, and local regulations and remains current with regulatory changes and the impact on payroll processes, preparing other team members for any changes;
20. Supports the filing of required federal and state tax reports, quarterly, annually and monthly; reconciles any discrepancies with payroll processing company;
21. Supports the Financial Controller with regular payroll data quality audits and investigates discrepancies with appropriate stakeholders as directed;
22. Assists employees with payroll-related inquiries such as paycheck discrepancies, PTO 
23. accruals/balances, and benefit/other deductions in a timely and professional manner;
24. Coordinates with Finance on the reconciliation of payroll-related deductions and premium billing (such as benefits, retirement contributions, and garnishments) and resolution of any identified discrepancies;
25. Works with Human Resources and Finance teams to ensure payroll changes are updated promptly and that all positions are aligned with budgeted headcount, allocations and compensation;
26. Maintains absolute confidentiality of sensitive data;
27. Develops standard and custom reports for the purpose of payroll data analysis to stakeholders, both internal and external;
28. Meets with new managers to train them in reviewing and approving timecards and other payroll functions and supports inquiries from employees and supervisors regarding timecards and payroll needs;
29. Provides support to the Financial Controller with the annual retirement plan audit process, including resolving any findings, implementing improvements, and recommending changes as necessary to ensure accuracy and regulatory compliance;

Benefits Administration Responsibilities 

1. Under the direction of the HRBP Manager, assists with the administration of employee benefits, including health insurance, retirement plans, wellness programs, leave of absence administration, and other fringe benefits; ensures accurate and timely processing of benefit enrollments, status and pay changes, and separations from employment;
2. Applies all current federal, state, and local laws and regulations related to payroll and employee benefits to ensures the company's benefits programs comply with all legal requirements and reporting obligations; ensures compliance with all Federal and State Leave of Absence laws as well as internal practices;
3. Ensures status changes and offers/revocation of coverage are consistent with company policy and ACA requirements;
4. Assists with year-end ACA 1095-C audit and reporting and verifies that all status changes and offers/revocation of coverage are consistent with company policy and ACA requirements;
5. Assists with annual coordination and reporting of Form 5500;
6. Ensures compliance with all Federal and State Leave of Absence laws as well as internal practices;
7. Maintains employee records related to payroll, benefits, and changes in employment such as transfers, promotions, and separation of employment.
8. Manages relationships with benefit providers, including insurance carriers, brokers, and third-party administrators; participates in leadership discussions and annual strategic planning related to contracts, evaluating vendor performance, and recommending changes when necessary;
9. Supports effective communication strategies to educate employees about their benefits options and provides support to employees regarding benefits-related inquiries and issues;
10. Supports annual Open Enrollment process and provides earning/deduction audits for open enrollment and responsible for earning/deduction code changes;
11. Supports and promotes the employee assistance programs and financial counseling services as well as wellness, recognition, and engagement initiatives, employee discounts;
12. Generates regular reports on benefits utilization, costs, and trends, presents findings to senior management, provides recommendations for strategic decision-making;
13. Provides review carrier invoice for onboard/offboard enrollment changes and invoice allocations.
14. Identifies opportunities for process improvements and implementing best practices to enhance efficiency and accuracy.

MINIMUM EDUCATION AND/OR EXPERIENCE:

• Bachelor’s degree in Accounting, Finance, Human Resources plus 5 years’ solid experience of payroll processing and administration, or
• Associate’s degree in Accounting, Business or HR plus 7 years’ solid experience of payroll processing and administration, or
• High School Diploma/GED plus 10 years’ solid experience of payroll processing and administration
• Plus, minimum of 3 years of solid experience in benefits administration
• Minimum 3 years of active/successful experience using an electronic HRIS/payroll platform
• Experience in analyzing information and evaluating results to choose the best solution and resolve problems

LICENSES AND CERTIFICATIONS:

• None required

PREFERRED:

• Certified Payroll Professional (CPP) certification is a plus
• Demonstrated experience with Paylocity payroll and HRIS software
• Bilingual in English/Spanish a plus