Payroll & Benefits Administrator Jobs

SUMMARY

BATES TECHNICAL COLLEGE is seeking a Payroll and Benefits Administrator to join our excellent team. We are looking for someone who is highly organized, has serious attention to detail, and understands the importance of this role within the organization. This position works with all departments and excellent customer service is a huge part of this role.

The Payroll and Benefits Administrator will oversee compliance and provide the highest quality of customer service to our students, faculty, and staff by establishing goals, policies and procedures, and direction for this area. The incumbent will ensure the fiscal year-end tasks, financial audits, and payments related to payroll and benefits are completed in a timely manner adhering to regulatory compliance measures. This position will also produce salary schedules, benchmark salary comparisons, and provide information to administration for contract negotiations.

This position is open until filled with first review of applications starting on July 7, 2023 .

ESSENTIAL FUNCTIONS & OTHER DUTIES

Essential Functions

• Review generally accepted accounting practices (GAAP) for compliance with institutional, state, and federal requirements; initiates change as necessary.
• Provides reports and documentation for department senior administrator of HR or designee to conduct periodic audits of payroll and benefits explaining any discrepancies and reconciliations to include over and/or under payments, leave adjustments, etc.
• Serves as subject matter expert for faculty contracts and contract management/calculation in the HRIS; ctcLink Pillar Lead and liaison to State Board for payroll and benefits matters.
• Leads the reconciliation of W-2 end of year reports and other reports as required.
• Serves as subject matter expert on the interpretation of pay, compensation, and leave processing for four collective bargaining agreements to ensure operational compliance.
• Responsible for preparing budgets and management of financial operations of the department within the budget, goals and objectives of college guidelines and policies.
• Communicates complex and technical payroll and benefits policies and procedures clearly and concisely and serves as liaison between departments/divisions throughout the College.
• Manages the execution of the semi-monthly payroll processing; monitors control procedures related to the preparation and disbursement of payroll checks - direct deposits and manual checks.
• Works closely with staff to address issues related to the creation and approval of faculty contracts, including, but not limited to, serving as a proxy contract approver when necessary.
• Develop ad hoc payroll reports including employee counts, payroll expenditure for budgets.
• Coordinates and processes payroll and any compensation and benefits changes.
• Manages the submission of the vendor extract to accounts payable, as well as the creation of accounts payable invoice vouchers that are submitted to other state agencies each payroll cycle.
• Responsible for benefit administration, benefits administration platforms, and providing information to HR department to ensure proper communication of College’s benefits plans and options for all employees.
• Issues instructions on payroll procedures, coordinate payroll processing, and maintain records to applicable departmental personnel, conduct payroll processing training for college staff.
• Ensures HR/Payroll colleagues are properly trained and informed of payroll and benefits updates; provides training on ctcLink and payroll and/or benefits processes and procedures.
• Prepares and submits reports and payments for all payroll and benefits, such as, KeyTax, PFML, L&I, DRS, etc. after each payroll cycle.
• Coordinates payroll testing when system upgrades and patches are to be implemented to ensure the integrity of the payroll system.
• Provide leadership and development to maximize the overall performance and ensure alignment of the department's and College’s strategic plan, core values, vision and mission.
• Coordinate information flow for the on-time disbursement of payroll withholdings; coordinate with the Finance to resolve any reconciliation discrepancies.
• Oversee payroll certification and maintain compliance with all payroll and benefits records and data management for all employees.
• Develops and implements processes and procedures for payroll and benefits to ensure audit data quality, accuracy, and increase productivity.
• Partners with the Finance Office to ensure the correct posting to the GL and coordinate payroll accounting reconciliation.
• Processes and audits faculty workload, employee contracts, various stipends, and garnishments.

Non-Essential/Other Functions

• In collaboration with the human resources team, ensures systems are configured and updated to reflect current employee data, including wages, time and leave accruals, garnishments, etc.
• Travels to college locations as needed to support payroll and benefits service needs.
• Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Additional activities, duties and responsibilities may change at any time with or without notice to meet college needs.
• Accountable for keeping personal development up-to-date; adding to skills and knowledge through courses that may be available through the Bates Technical College courses, professional development committees, etc.
• Maintain payroll “ByRequest” folder and semimonthly reports.
• Determine payroll liabilities through accurate calculations and/or summaries of federal and state income, social security taxes, employer’s social security, unemployment, leave, disability, nontaxable wages, and worker’s compensation payments;
• Assist with FMLA/PFML and various other forms of leaves and deductions.
• Participate actively and collaboratively on committees for college as needed including but not limited to staff recruitment, college councils, etc.
• Assist the senior administrator of HR in preparing/administering budget, including staffing recommendations and operational requirements, approve expenditures within administrative guidelines, and monitor budget status.

QUALIFICATIONS

Supervisory Responsibilities

This position serves has lead responsibility for Payroll and Benefits Specialist.

Minimum Qualifications

• Preparing, processing, filing, and paying payroll taxes; and
• Understanding of HR, Payroll, and Benefit functions within an organization; and
• At least five (5) years of progressive responsibility in payroll and benefits functions to include:
  • Preparing, processing, filing, and paying payroll taxes; and
  • Understanding of HR, Payroll, and Benefit functions within an organization; and
  • Reconciliation and problem solving to ensure federal and state compliance.
• Reconciliation and problem solving to ensure federal and state compliance.

Allowable Substitution

If necessary, alternative combinations of education and experience may be evaluated by Human Resources for comparability.

Preferred Qualifications

• Certified Payroll Professional certificate or related certificate.
• Bachelor’s degree in accounting, finance, or closely related area.
• Previous payroll experience in a Higher Education institution or a K-12 environment.
• Knowledge of State Fiscal compliance and labor law as it relates to payroll and benefits.

EQUAL OPPORTUNITY STATEMENT

Equal Opportunity Employer
Bates Technical College reaffirms its policy of equal opportunity and does not discriminate on the basis of race, ethnicity, color, national origin, creed, religion, sex, sexual orientation, gender identity, age, marital status, disability, or status as a disabled veteran or Vietnam era veteran in its programs and activities in accordance with college policy, and applicable federal and state statutes and regulations.
Diversity Statement
Diversity supports the mission of Bates Technical College. Respecting and promoting diversity is vital to the education of our students and to the learning environment of our campus community. We foster an atmosphere where each of us is valued for our intellectual and cultural perspectives, increasing our ability to reflect critically and resolve challenges. We share a wealth of experiences that strengthens us individually and as a society. As students and educators, we commit to building a diverse and engaged community.

Position qualifies for benefits. This information is comprehensive of benefits a full-time employee would normally receive.

Medical/Dental Plans

Medical Plans
Employees pay a portion of their medical care cost through payroll deduction. The employee premium is based on the choice of plan and coverage for eligible dependents. Vision is covered under the medical plan.
Dental Plans
Bates provides dental coverage at no monthly premium cost to the employee. Benefit eligible employees have a choice of dental plans. Options include:

• Uniform Dental Plan - Preferred Provider Organization
• Willamette Dental - Managed Care Plan
• DeltaCare - Managed Care Plan

Retirement Plans

Faculty and Exempt Positions
Faculty have to choose between either the State Board Retirement Plan (SBRP), also known as TIAA or Plan 3 of the Teachers Retirement System (TRS). to compare the two plans.

Exempt have to choose between either the SBRP or Plan 3 of the Public Employee Retirement System (PERS). to compare the two plans.

SBRP (TIAA) is a defined contribution plan with the following contribution rates:

• Employee Contribution: Under 35: 5% of gross salary; 35-49: 7.5% of gross salary; 50 & over: 10% of gross salary
• Employer Contribution: Under 35: 5% of gross salary; 35-49: 7.5% of gross salary; 50 & over: 10% of gross salary

TRS Plan 3 is a defined benefit and a defined contribution plan with the following contribution rates:

• Employee Contribution: Varies from 5% to 15%
• Employer Contribution: 15.74% of gross salary

PERS Plan 3 is a defined benefit and a defined contribution plan with the following contribution rates:

• Employee Contribution: Varies from 5% to 15%
• Employer Contribution: 10.25% of gross salary

Classified Positions
Classified employees have to choose between either the Plan 2 or Plan 3 of the Public Employee Retirement System (PERS). to compare the two plans.

PERS Plan 2 is a defined benefits plan with the following contribution rates:

• Employee Contribution: 6.36% of gross salary
• Employer Contribution: 10.25% of gross salary

PERS Plan 3 is a defined benefit and a defined contribution plan with the following contribution rates:

• Employer Contribution: 10.25% of gross salary
• Employee Contribution: Varies from 5% to 15%

Employee and employer contributions to applicable retirement plans are mandatory. The amount of the deduction and contribution are dependent upon the retirement plan chosen and may vary by current contribution rates in effect.

Term Life Insurance
Bates provides $35,000 basic life insurance for death from any cause and $5,000 basic accidental death and dismemberment at no cost to the employee. Employees can enroll in additional low cost life insurance for themselves and dependents.

Long Term Disability Insurance (LTD)
Bates provides a basic LTD insurance plan at no cost to employees. The basic plan pays a maximum of $240 per month after 90 days of total disability. The optional LTD plan pays 60% or 50% of the first $16,667 of monthly salary, reduced by any deductible income such as social security or retirement benefits. Employee cost is dependent upon benefit waiting period chosen.

Other optional benefits
AFLAC
Flexible Spending Arrangement
Dependent Care Assistance Program
Voluntary Employees' Beneficiary Association
American Fidelity – Short-Term Disability
Fully Effective Employees – Employees Assistance Program
Guaranteed Education Tuition
Deferred Compensation, Section 457 Plan
SBVIP, 403(b) Plan

Leaves and Holidays
Vacation
Eligible exempt and classified employees accrue annual leave at rates determined by their employee status, ranging from 7 to 16 hours per month when eligible.

Sick Leave
Eligible classified, faculty, and exempt staff accrue sick leave monthly. Employees represented by a bargaining unit should refer to their negotiated agreement for sick leave rules and accrual rates.

Holidays
Bates observes the following holidays/non-work days:
Independence Day, Labor Day, Veterans' Day, Thanksgiving Day, Day after Thanksgiving, Christmas Eve Day, Christmas Day, New Year's Eve Day, New Year's Day, Martin Luther King, Jr. Day, Presidents' Day, Memorial Day, Juneteenth

Personal Leave/Family Leave
In addition to vacation and sick leave, eligible employees receive personal and family leave each fiscal year at rates determined by their employee status

Please Note: All information above is subject to change based on, but not limited to, employment status, legislative mandates, or College policy changes