Essential Duties and Responsibilities:

Client Services

• Serves as the primary resource for employees on and off site relating to HR, Payroll and Benefits for multiple clients to ensure compliance with policies and regulatory requirements.

• Keeps internal and external management advised of potential problem areas and recommends/implements solutions as appropriate.

• Effectively manages critical relationships with client representatives including employees, management and vendors to ensure client retention.

• Coordinates client meetings; prepares agenda, minutes and reports.  Plays an ongoing role in regular client meetings.

• Interprets client contracts and management of billable work with responsibility to track and properly report time, identify supplemental services and opportunity for additional billable work.

• Responsible for timely and accurate entry and review of billable and non-billable work in accordance with client contracts.

• Monitors and manages multiple client email boxes and correspondence; responds to inquires timely, determining priorities and escalates sensitive matters when needed.  Independently resolves issues involving appropriate parties and ensures proper organization and documentation of electronic communication.

• Performs other duties as assigned.

HR & Benefits Services for Multiple Clients

• Manages termination processes for multiple clients.

• Interfaces with outside company auditors as needed related to HR, Payroll and Benefits: provides ad-hoc reports, responds to procedural inquiries, performs careful analysis of information prior to providing to outside audit sources. 

• Coordinates and manages SUI and SDI claims by responding to state agencies timely and interfacing with state representatives.

• Administers health and welfare plans as well as retirement plans including enrollments and terminations. Plays a key role in annual open enrollment process.

• Manages components of leaves of absences including but not limited to: adhering to client specific policies, tracking, coordination with payroll and insurance carriers, coordination of paid time off benefits and administration of appropriate documentation.

• Prepares annual 401(k) / 403(b) and FSA census for non-discrimination testing process timely in accordance with DOL and ERISA regulations when applicable.

• Completes timely 401(k) and 403(b) submissions in accordance with DOL and ERISA regulations.

Payroll Services for Multiple Clients Using Outside Service Bureau

• Responsible for independently managing multi-state payroll and related activities including computation of wage and overtime payments, calculating and recording payroll deductions, paycheck advances, bonus runs, commissions, fringe benefit reporting, and separation payments.

• Audits and maintains timekeeping records for compliance with established standards and state regulations.

• Manual calculation of time and attendance records with an in depth understanding of state specific wage and hour rules and regulations.

• Trains employees on policies and procedures related to timekeeping entry and wage and hour compliance requirements.      

• Balances and controls earnings and deduction totals, calculates and prepares general ledger entries as needed, evaluates automated system output such as registers and standard reports and resolves any discrepancies.

• Manages ad-hoc reporting and associated analysis and reconciliation of data.

• Determines and corrects out-of-balance conditions, gathers payroll data for inclusion in financial statements, researches and prepares special reports for management as needed.

• Manages payroll changes including benefit deductions and performs necessary audits to ensure accuracy.

• Serves as client representative with various state agencies including setting up of new states and local tax jurisdictions as needed.

• Prepares documentation for workers compensation audits and works directly with client outside auditor. Evaluates data, performs analysis and balances against system generated reports throughout the audit process.

• Manages complex garnishments by calculating and determining order of priority as well as goes through the appropriate employee notification process.

• Works on system conversions and implementations related to payroll and time and attendance.

Other Duties

• Prepares government reports related to EEO and AAP compliance while timely adhering to agency deadlines.

• Other projects as assigned.

• Local travel to client locations.

Qualifications, Skills and Requirements:

Core Competencies

• Ethics:  Strong work and personal ethics which include professional conduct, lawful integrity, and moral character.

• Confidentiality: Maintains a high degree of confidentiality with regard to client and ManagEase information.

• Communication: Effective written and verbal communication with ManagEase employees and clients.

• Analytical: Analyzes assigned tasks, resources and workflow processes to prioritize projects and determine best way of meeting deadlines and requirements.  Analyzes opportunities to cross-sell products.

• Organization: Maintains continuous workflow to meet daily/weekly/monthly deadlines.

• Equipment: Uses such office equipment as computer terminals, smart phones, copiers, scanners and FAX machines.

• Computer Skills: Microsoft Office products, HRIS understanding, and Internet

• Customer Service: Possesses a high degree of professionalism and excellent customer service skills.

• Attendance: Timely and dependable attendance is required for optimal client service.

Computer & Equipment Skills

• Microsoft Word – word processing at minimum 35 words per minute

• Excel – able to set up spreadsheets and develop formulas for data analysis

• PowerPoint – able to create basic training curriculum

• Outlook email and calendaring

• Must have the ability to learn HRIS, Benefit and Payroll systems.

• ADP experience strongly preferred

• ADP/BambooHR/Paylocity/UKG experience strongly preferred

Other Skills and Strengths:

• Communicates effectively and sensitively in a diverse workforce population.

• Competent in presentation of policies and related material to a varying size/demographic audiences

• Able to demonstrate strong critical thinking capability when interfacing with clients, vendors, and other employees

• Commitment to continued learning and development, through seminars, certificate preparation, webinars, etc

• Effectively organizes and manages assignments in order to meet deadlines and goals.

• Ability to manage multiple e-mail boxes and effectively organize electronic communication.

• Able to compose, proof read, spellcheck and edit correspondence, reports and other original written outputs.

• Able to add, subtract, multiply and divide correctly, as well as calculate percentages, fractions, ratios and decimals in order to complete projections and financial summaries and other outputs.

• Able to understand and interpret benefit designs and plans as well as effectively translate this information to employees and management.

• Ability to perform employee training activities.   

• Strong organizational skills needed to meet multiple deadlines and various client demands.

• Detail oriented and able to follow procedures.

Education, Training and Experience:

• Bachelor's degree in business, human resources, or equivalent combination of education and experience preferred. 

• 2-4 years or more of HR, Payroll and Benefits experience preferred.

• Strong analytical and problem solving skills. 

• Superior verbal/written skills and presentation skills. 

• Good punctuation, spelling, grammar and attention to detail a must. 

• Strong interpersonal skills essential. 

• Course work/seminar attendance in HR, Payroll and Benefit compliance and strategies.  

• Certifications related to HR, Payroll and Benefits preferred (PHR, SPHR, SHRM-CP, SHRM-SCP, FPC, CPP, CEBS)

• Working knowledge of state and federal regulations i.e. COBRA, ERISA, FMLA, PDL, PFL, CFRA, ADA, ACA.