Position Available: Payroll and Human Resource Specialist

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Position Available: Payroll and Human Resource Specialist

JOB OPPORTUNITY

Posting Date: August 8, 2016

Closing Date: Open until filled

Posting #2016-25

POSITION AVAILABLE: PAYROLL AND HUMAN RESOURCE SPECIALIST Full time (40 hours/week), Non-Exempt Position

DEPARTMENT: FINANCE AND ADMINISTRATION - HUMAN RESOURCES

PAY RANGE: $15.66/hour - $21.93/hour ($32,575/year - $45,604/year)

Holt International finds and supports permanent, loving families for children who are orphaned, abandoned or at serious risk of separation from their family. Holt’s child centered model of care provides services for vulnerable children to ensure they will grow and develop to their fullest potential.

DEPARTMENT SUMMARY: Holt’s Finance and Administration Department is dedicated to providing timely, relevant and accurate administrative, financial, human resource and technology services to Holt staff, families and constituents; ensuring a high level of integrity, effectiveness and efficiency for Holt’s work.

POSITION SUMMARY: The Payroll and HR Specialist works under the direction of the Director of Human Resources to implement policies and processes that ensure best practice and regulatory compliance in areas of compensation, performance management, employee relations, employee benefits and strengthening the organizational culture. Coordinates payroll processing and provides administrative support with census and accounting information by maintaining accurate personnel records and other payroll census systems as well as oversees the accurate payment of all benefit related billing. Oversees the efficient processing of pension, workers compensation claims and annual worker’s compensation and payroll audits. Responsible for Payroll & HR Specialist – Posting #2016-25 Page 1 of 5 updating and maintaining Human Resource Information System (database) in the Paylocity software system.

ESSENTIAL JOB FUNCTIONS:

1. Prepares payroll information by auditing time cards, time off requests, calculating Paid Time Off (PTO) and Extended Illness Bank (EIB) leave accruals, preparing employee payroll hours, processing employee performance evaluations, merit increases and changes reports, and entering data for transmission to payroll processing vendor. Working with Holt’s payroll vendor to integrate technical and legal updates which affect payroll processing and the Human Resource Information System (HRIS). Assisting department directors with wage and hour reports, performance evaluation deadlines and documents. Training staff on Holt’s timekeeping system and the HRIS system.

2. Complies with Federal, State and agency legal requirements by maintaining accuracy and compliance in multiple states where employees reside for tax withholding, unemployment taxes, and local taxes. Completing federally regulated tax documents for the Affordable Care Act (ACA). Ensuring that 1095c information is completed accurately and issued to employees annually. Regularly updates surety bond and power of attorney for Holt’s third party unemployment trust. Processing criminal background, child abuse registry, and credit and motor vehicle record checks as necessary. Ensuring all state and federal required posters and information are properly displayed and updated for Eugene as well as branch offices.

3. Maintains accuracy of employee personnel files by processing new hire information and forms and organizing and reviewing for accuracy, hard copy and in the HRIS database. Inputting all new hire information into the Paylocity HRIS database. Ensuring that Hague required credentials and employee policy acknowledgements are current.

4. Ensures timely enrollment of staff in medical, dental, life, pension, long term disability and other benefits plans by assisting with the open enrollment process, maintaining accurate employee information, preparing and reviewing enrollment forms, coordinating information with benefit vendors, and accurately preparing payment voucher.

5. Maintains accurate employee benefit billings by coordinating employee benefit changes, reviewing all benefit billings and liability accounts. Preparing and completing all benefit billing documents and journals.

6. Maintains accurate COBRA information by working with the Director of Human Resources to ensure compliance with COBRA laws. Coordinating with Holt’s COBRA vendor to process and submit eligibility information for newly terminated staff in a timely manner, reviewing accuracy of billing and payment from vendors.

7. Oversees Worker’s Compensation by communicating and maintaining positive working relationships with insurance broker and workers compensation carriers. Organizing

Payroll & HR Specialist – Posting #2016-25 Page 2 of 5 insurance policy files and coordinating payment of proper insurance premiums. Submitting mandatory claim forms when appropriate and following up with workers compensation carrier throughout the final resolution of claim. Completing annual audits of payroll to reconcile prepaid insurance. 8. Provides administrative support to ensure integrity of Human Resource audits by collecting, analyzing and summarizing data. Preparing reports and compiling necessary documents. Coordinating the transfer of data to external vendors, workers compensation carriers, plan providers and auditors.

9. Prepares items necessary to properly record payroll taxes in the general ledger by working closely with the VP of Finance and Administration to prepare annual tax schedules required by the audit form such as accrued PTO and FICA taxes schedule. Working in collaboration with the Director of Accounting and Finance Manager to provide information on wages and employer paid benefits for the annual Form 990 process and state registrations.

10.Provides human resource information by completing compensation and benefit surveys, providing information for verifications of employment, maintaining accurate employee phone/address information, assisting with inquiries from employees and the general public and updating employee intranet as necessary.

11.Maintains employee confidence by keeping human resource information confidential.

12.Contributes to a positive, productive work environment by meeting attendance and punctuality guidelines and pre-arranging time off with appropriate notice; treating all people with dignity and respect; and exhibiting good listening and comprehension skills including giving and welcoming feedback.

13.Contributes to the team effort by exhibiting cooperative and effective work relationships, such as, responding positively to challenges, assignments, inter and intra departmental requests; and seeing beyond own tasks to help fulfill the organizational goals.

SUCCESS FACTORS: The successful Payroll and Human Resource Specialist possesses strong administrative, human resources, accounting, and customer service skills and leverages technology to drive efficiency and performance. Quickly grasps ideas and concepts and rapidly learns and assimilates new information. Has the ability to develop well-thought out plans to accomplish tasks and projects and demonstrates a cooperative, flexible communication style, building relationships with staff, vendors and constituents. Demonstrates ownership for coordinating multi-faceted projects that involve a variety of stakeholders. Must be able to work independently and take initiative in assigned duties, particularly in selecting among options to accomplish work. Demonstrates continual assessment, planning, monitoring and attention to detail to achieve results.

Payroll & HR Specialist – Posting #2016-25 Page 3 of 5 KNOWLEDGE AND EXPERIENCE: Bachelor’s degree in Business Administration, Human Resources, Accounting or related field and a minimum of three years of payroll, accounting and/or human resources related experience required. An equivalent combination of education, training, and experience sufficient to successfully perform the essential functions of the position as those listed above may be qualifying. Must have knowledge of current payroll and human resource laws and Bureau of Labor and Industries practices and principles. Knowledge of and experience with accounting principles and practices, preferably relating to non-profit organizations. Must be detail oriented, have strong organizational skills, ability to work successfully with multiple tasks and shifting priorities, both independently as well as in a collaborative team environment. Knowledge of English, spelling, punctuation, arithmetic and general office practices. Experience with word processing, spreadsheets, and payroll processing software and HRIS database systems, preferably Paylocity.

INFORMATION PROCESSING: Processes payroll accurately and completely, including entering, correcting, verifying and transmitting all payroll information in the payroll system. Ensures accurate calculation of wages, tax withholdings and agency and employee deductions. Prepares reports on employee pay, PTO, EIB, Worker’s Compensation, benefits information and all journal vouchers related to the payroll process. Reconciles benefit billings. Maintains human resource records and files, hard copy and in the HRIS database.

SCOPE OF RESPONSIBILITY: Responsible for processing payroll accurately and timely. Assists in the implementation, administration, and communication of employee benefit plans. Compiles and calculates special reports involving complex calculations. Maintains a high level of confidentiality and has a working knowledge of applicable federal, state, and municipal regulations as they relate to human resources and payroll processing. Participates in problem solving and special projects within Human Resources. Works independently and as part of a team.

INTERPERSONAL COMMUNICATION: Exercises excellent judgment, courtesy, and tact in contacts and relationships with employees, benefit providers and the general public. Must be able to communicate effectively with individuals from diverse backgrounds and cultures. Works well with staff at all levels in explaining the payroll process, benefit programs, policies, procedures and other human resource related topics on an individual basis and in a group setting. Represents Human Resources in a positive and professional manner when communicating with employees and the public.

IMPACT OF RESULTS: Accurate and timely completion of payroll, journal vouchers, and payroll reporting systems ensures successful completion of the payroll process. Accurate and timely reporting ensures compliance with Holt’s policies and procedures and federal, state, and municipal laws and regulations. Knowledge of Human Resource policies and procedures and providing excellent customer service to all Holt staff enhances employee’s understanding of human resource processes, policies, and procedures.

REPORTS DIRECTLY TO: Director of Human Resources. Vice President of Finance and Administration may assign work and review for accuracy and results obtained.

Payroll & HR Specialist – Posting #2016-25 Page 4 of 5 APPLICATION PROCEDURE: To ensure consideration, please submit the following application materials:

1. Job Application (on webpage under “complete an Online Application here”) 2. Cover letter in which you clearly describe how your knowledge, skills and abilities prepare you for the job responsibilities and requirements outlined in the job posting. 3. Current resume which includes educational and professional work experience. Educational experience must include type of degree and education experience and where obtained. Work experience must include employer name, dates of employment (month and year), position held/title and a description of duties, if position was full time or part time, and reason for leaving employer(s).

Go to www.holtinternational.org/employment/ to locate the job application and the instructions on how to submit the application materials for this job posting.

SELECTION PROCESS A Holt application, cover letter, and any supplemental materials, will be used to select the top candidates. Those selected for further consideration will be invited to an interview. Prior to hiring, candidate(s) may be required to complete a pre-employment criminal history background investigation and DMV check.

Holt International Children’s Services 250 Country Club Road, Eugene, OR 97401, Ph: 541-687-2202/Fax: 541-683-6175 www.holtinternational.org

Payroll & HR Specialist – Posting #2016-25 Page 5 of 5

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