Finance and HR Operations Assistant - Academy of the Holy Names

Finance and HR Operations Assistant

The primary responsibility of this employee is to manage and process bi-weekly payroll via Paylocity, manage the employee benefits cycle from open enrollment to renewal, new-hires, and terminations, as well as be the point of contact for policy renewals for: health, dental, vision, life, AD&D, STD, LTD, and any other ancillary products. This position is the primary point of contact for the Academy’s benefit broker and all third-party insurance/benefit providers. This position requires close attention to detail and must maintain the highest level of confidentiality due to the management of employee compensation and benefit data.

Qualifications

• 3-5 Years processing payroll in a medium-sized office setting, school experience preferred.
• Bachelor’s degree in business or related field.
• Ability to maintain the highest level of confidentiality.
• Advanced knowledge of the Microsoft Office suite, including a strong background in MS Excel and MS Word.
• Ability to take initiative for all payroll and benefit processes and procedures, with strong emphasis on task follow-through and completion.
• Exceptional interpersonal and communication skills, both verbal and written.
• Paylocity experience preferred.

Classification

12-Month, Full-Time, Non-Exempt, Hourly Employee (40 hours/week)

Responsibilities

Payroll Administration:

• Manage and process bi-weekly payroll accurately and on time through Paylocity.
• Review employee pay data, deductions, stipends, benefit deductions, and other payroll-related items for accuracy.
• Cook up time, attendance, leave, and payroll changes submissions.
• Maintain payroll records in accordance with school policy and applicable legal requirements.
• Aid with payroll-related reporting, reconciliations, and year-end payroll processes.
• Serve as a confidential resource for employee payroll questions.

Benefits Administration

• Manage the employee benefits cycle, including open enrollment, new hire enrollments, qualifying life events, renewals, and terminations.
• Serve as the primary point of contact for the Academy’s benefit broker and third-party benefit providers.
• Cook up benefit plans including health, dental, vision, life, AD&D, STD, LTD, and ancillary products.
• Maintain accurate employee benefit records and ensure benefit deductions are properly reflected in payroll.
• Aid with annual benefit renewal preparation, employee communications, and open enrollment meetings/materials.
• Support required benefits reporting, including ACA and related compliance reporting.
• Verify ACA documentation within Paycom and prepare Form 1095 at year-end.
• Maintain TIAA retirement plan, including employee enrollment, employee and employer contributions, and vested eligibility.
• Verify and distribute Form W-2s at year-end.

HR Operations Support

• Aid the HR Director and CFOO with HR administrative processes and reporting.
• Maintain employee information, certifications, credentials, and documentation in Paylocity.
• Aid with hiring, onboarding, and employee change processes.
• Aid with Safe Environment compliance tracking and reporting.
• Aid with fingerprinting/background screening processes and related recordkeeping.
• Aid with workers’ compensation reporting and documentation.

Compliance and Reporting

• Aid with annual audit reporting related to payroll, benefits, HR, and employee records.
• Aid with NDX, ACA, workers’ compensation, and other required annual reporting.
• Ensure payroll and benefits records are maintained accurately for compliance and audit purposes.
• Track deadlines and aid with the timely completion of required filings, renewals, and reports.

Finance and Business Office Support

• Aid the Business Office with payroll-related journal entries, reconciliations, reports, and documentation as needed.
• Provide payroll and benefits information for budgeting, audits, and financial reporting.
• Aid with coordination between Finance and HR to ensure employee compensation and benefit data is accurate.
• Aid with special projects, process improvements, and administrative tasks as assigned.

General Expectations

• Maintain the highest level of confidentiality with employee compensation, benefits, and personnel information.
• Demonstrate strong attention to detail and accuracy in all payroll, benefits, and HR-related work.
• Communicate professionally with employees, vendors, benefit providers, and internal departments.
• Take initiative to follow through on tasks, deadlines, and recurring processes.
• Identify opportunities to improve payroll, benefits, and HR operations processes.