Payroll, Insurance and Employee Benefits Specialist (52603)

POSITION SUMMARY:

The Payroll, Insurance and Benefits Specialist provides essential administrative and operational support to the Payroll and Insurance Department. This position assists with the preparation and review of semi-monthly payroll, organizes and maintains employee benefits and insurance records, and helps facilitate communication between employees, insurance providers, and internal departments. The Specialist supports the management of the property and casualty (P&C) insurance documentation, distributes payroll and benefits correspondence, and aids in onboarding and offboarding processes related to payroll and benefits. Working closely with the department Manager and Vice President, this role contributes to day-to-day efficiency and ensures accurate recordkeeping and timely service delivery.

ESSENTIAL JOB FUNCTIONS:

• Assist in preparing, reviewing, and verifying semi-monthly payroll for accuracy and completeness
• Help resolve employee payroll and benefits inquiries and escalate complex issues as needed
• Assist with reporting and auditing within the payroll and benefits departments
• Assist with routine payroll, insurance and benefit duties between payrolls
• Answering employee inquiries regarding Payroll and Benefits
• Scanning and retention of Insurance, Payroll & Benefit related documents
• Track and update employee benefit status changes in HRIS/payroll systems
• Review, process, and upload garnishment documents to HRIS system
• Assist other WestCare staff as needed in a collaborative manner to promote cooperation and portray a professional image to the community
• Monitor and track employees on leave for possible benefit repayment plans
• Assist with open enrollment processes, including communications and scheduling
• Track incidents and claims, and coordinate basic communications with department management
• Work closely with Human Resources, Accounting and Operations on all Insurance, Payroll and Benefits related items and inquiries
• Assist with the administration, communication, and compliance of the company’s insurance, payroll, benefits, defined benefit, and health & welfare plans.
• Embrace and embody the mission, vision, guiding principles, clinical vision, and goals of WestCare Foundation
• Support in the collection, scanning, saving and updating of spread sheets and documents within the department

ESSENTIAL QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform the duties and responsibilities satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Experience and Competencies:

• Strong Microsoft “Excel” experience necessary
• Ability to work collaboratively with others in a manner that is pleasant and professional
• Ability to work well in at team environment
• Ability to exercise good judgment and discretion
• Ability to operate a computer and complete documents in Microsoft Word program formats or the ability to learn
• Ability to respond as needed to crisis situations in an efficient manner
• Ability to complete work tasks within scheduled work hours
• Excellent verbal and written communication skills
• Willing to seek out new work projects and contribute ideas and efforts to the constant improvement of WestCare services 
• During your tenure with WestCare there may be new requirements, including, but not limited to vaccinations that are issued by local, State, Federal, and/or Funders that

WestCare may have to comply with. Should this occur Human Resources or appropriate personnel will inform you.

EDUCATION and/or EXPERIENCE:

• High School Diploma or equivalent is required.
• Prior payroll or benefits experience preferred.

LICENSURE/CERTIFICATION:

• Not applicable for this position.

WORKING CONDITIONS:

• Professional, business office setting 

ESSENTIAL PHYSICAL AND MENTAL DEMANDS OF THE JOB:

• The employee must be able to perform the following essential duties and activities with or without accommodation:

PHYSICAL DEMANDS:

• Requires mobility and physical activity: Having an adequate range of body motion and mobility to work in an office, residential, or outdoor environment including standing and walking (even and uneven surfaces), sitting for extended periods of time, bending, twisting, reaching, balancing, occasional lifting and carrying of up to 10 pounds.  Use of computer and telephone systems is required which includes coordination of eye and hand, and fine manipulation by the hands (typing, writing, and working with files).  Requires the ability to defend oneself and clients in physically abusive situations using approved physical de-escalation techniques.
• Requires talking: Expressing or exchanging ideas by means of the spoken word.  Talking is required to impart oral information to employees, vendors, and others, and in those activities in which the employee is required to convey detailed or important spoken instructions to others accurately, loudly, or quickly.
• Requires hearing: Hearing is required to receive and communicate detailed information through oral communication.
• Requires seeing: Clarity of vision at 20 inches or less and at distance. This factor is required to complete paperwork for many of the employee’s essential job functions and to observe client behavior and activities in and out of the facility.
• The normal work routine involves no exposure to human blood, body fluids or tissues.  However, exposure or potential exposure may be required as a condition of employment. Appropriate personal protective equipment will be readily available to every employee.

MENTAL DEMANDS:

• Requires the ability to collect and analyze complex numerical and written data and verbal information to reach logical conclusions.

• Requires the ability to work and cooperate with clients, co-workers, managers, the public and employees at all levels to exchange ideas, information, instructions, and opinions. 
• Requires the ability to work under stress and in emotionally charged settings.