Sr. Payroll and Benefits Administrator (51392)

OUR MISSION

The Family Place empowers survivors of family violence by providing safe housing, counseling, and skills that create independence while building community engagement and advocating for social change to stop family violence.

Position Summary:

The Senior Payroll and Benefits Administrator is responsible for leading payroll and benefits administration for more than 200 employees, ensuring accurate and timely payroll processing, benefits administration, HRIS management, and compliance with federal and state regulations, agency policies, and benefit plan requirements. This position serves as the organization's subject matter expert for payroll and benefits, develops and maintains payroll procedures, supports audits, and partners with Human Resources and Finance to strengthen internal controls and improve operational efficiency. This position follows the agency's approved hybrid work schedule.

As the Senior Payroll and Benefits Administrator, your work directly supports every employee at The Family Place. By ensuring payroll is accurate, benefits are administered effectively, and employees receive exceptional service, you help create a positive employee experience and strengthen confidence in the organization's payroll and benefits programs. Your commitment to accuracy, compliance, and continuous improvement allows staff to focus on delivering life-changing services to survivors of domestic violence.

Key Responsibilities:

Payroll Administration

• Administers and processes accurate bi-weekly payroll for full-time, part-time, temporary, and PRN employees utilizing the organization's HRIS/payroll system. 
• Reviews payroll for accuracy prior to processing, including earnings, deductions, taxes, overtime, paid leave, benefit deductions, and funding allocations. 
• Processes personnel transactions including new hires, rehires, promotions, compensation changes, retroactive payments, supplemental payrolls, garnishments, retirement contributions, expense reimbursements, and voluntary deductions. 
• Oversees employee separations, final pay, severance payments, and COBRA-related payroll transactions in compliance with applicable laws and agency policy. 
• Researches and resolves payroll discrepancies and recommends process improvements to enhance accuracy and efficiency. 
• Maintains payroll calendars and ensures all payroll deadlines are consistently met. 
• Prepares payroll reports and reconciliations for Human Resources, Finance, and leadership.

Benefits Administration

• Administers all employee benefit programs in accordance with plan documents, carrier requirements, and applicable regulations. 
• Processes benefit enrollments, qualifying life events, terminations, retirement plan transactions, and other benefit changes. 
• Serves as the primary point of contact for employee benefit questions and coordinates issue resolution with insurance carriers, brokers, and third-party administrators. 
• Coordinates the annual Open Enrollment process, including employee communications, enrollment meetings, and system updates. 
• Maintains benefit eligibility records and ensures timely enrollment and termination of coverage.

Benefits Billing

• Reconciles monthly insurance invoices with payroll deductions and enrollment records. 
• Identifies and resolves billing discrepancies with insurance carriers and vendors. 
• Coordinates collection of employee underpayments and processes payroll adjustments as necessary. 
• Prepares premium reconciliation reports and ensures timely payment of benefit invoices.

HRIS Administration

• Serves as the functional administrator for payroll and benefits modules within the HRIS. 
• Maintains employee records, compensation data, organizational structure, funding sources, leave balances, and benefit elections. 
• Performs routine audits to ensure HRIS data integrity. 
• Partners with system vendors to troubleshoot issues and implement enhancements.

Audits

• Performs routine payroll and benefits audits to ensure compliance and data accuracy. 
• Prepares documentation for workers' compensation, retirement plan, financial, and other regulatory audits. 
• Assists with preparation of annual retirement plan documentation, including Form 5500 support. 
• Maintains compliance with applicable payroll, tax, wage and hour, leave, and benefits regulations. 
• Develops payroll and benefits reports and workforce metrics as requested.

Process Improvement

• Develops, documents, and maintains standard operating procedures for payroll, benefits administration, benefits billing, and HRIS processes. 
• Identifies opportunities to improve efficiency, strengthen internal controls, and enhance the employee experience. 
• Participates in payroll, HRIS, and benefits-related projects and system implementations.

Training and Employee Support

• Facilitates payroll and benefits training during New Employee Orientation. 
• Trains employees and managers on payroll, timekeeping, HRIS self-service, and benefits processes. 
• Cross-trains designated backup staff to ensure payroll continuity. 
• Provides exceptional customer service by responding to payroll and benefits inquiries in a timely and professional manner.

Other Responsibilities

• Processes employment and income verification requests. 
• Maintains payroll and benefits records in accordance with agency record retention requirements. 
• Participates in ongoing professional development related to payroll, benefits, HRIS, and employment law. 
• Performs other duties as assigned.

• Bachelor's degree in Business Administration, Human Resources, Accounting, Finance, or a related field required.
• Minimum of 5-7 years of progressively responsible experience administering payroll and employee benefits, preferably in a nonprofit or similarly regulated environment.
• Equivalent combinations of education and experience may be considered.

Licenses and Certifications:

• Valid Texas Driver’s License
• Fundamental Payroll Certification (FPC), Certified Payroll Professional (CPP) preferred.
• SHRM Certified Professional (SHRM-CP/SHRM-SCP) or HRCI Professional in Human Resources (PHR/SPHR) certification preferred.

Knowledge, Skills, and Abilities:

• Thorough knowledge of payroll administration, wage and hour laws, payroll taxation, and payroll compliance. 
• Knowledge of employee benefits administration, retirement plans, COBRA, FMLA, ACA, and related regulations. 
• Experience administering HRIS and payroll systems; Paycom experience strongly preferred. 
• Strong analytical, organizational, and problem-solving skills with exceptional attention to detail. 
• Advanced proficiency in Microsoft Excel, Word, Outlook, and reporting tools. 
• Ability to interpret policies, regulations, and benefit plan documents. 
• Excellent written, verbal, and interpersonal communication skills. 
• Ability to exercise sound judgment, maintain confidentiality, and manage multiple priorities while meeting deadlines. 
• Ability to build collaborative relationships with employees, managers, vendors, and external partners.

Mental and Physical Duties:

Must be able to spend prolonged periods of time working on the computer and telephone; able to lift up to 20 pounds on an occasional basis and up to 5 pounds frequently; able to travel throughout the offices to represent the department; able to work under constant deadlines and interruptions; able to meet predictable and consistent attendance standards.

Working Conditions:

Duties are usually performed seated with occasional periods of standing or walking. Limited physical effort is required associated with lifting and carrying objects (less than 25 lbs.).  Work may be performed, but is not limited to an office environment. All work must be performed at the office.

Essential Personnel Designation:

Non-essential employees will follow Dallas Independent School District (DISD) closure/delay decisions and are expected to work remotely or use PTO during inclement weather. Refer to The Family Place Inclement Weather Policy for complete details.

More About US:

At The Family Place, we embrace and live our values: TEAM
 

• Together: We believe that collaboration is key to our success. Foster a supportive environment, build trust, act with integrity, and expect transparent communication.
• Excellence: We are known for our compassion and commitment to excellence, acting with urgency, and advocating for our clients and community.
• Accountable: Responsible for our actions and decisions. We accept responsibility rather than blame others. Builds relationships to drive results.
• Mission-Focused: Clients come first. Service is our passion, experienced with empathy and compassion.

 What We Offer:

• Competitive salary
• Health, dental, and vision insurance
• Short-Term and Long-Term Disability 
• Multiple Life, AD&D, and Hospitalization in life insurance options
• Retirement options through: 403b, agency matching, and HSA accounts
• Generous paid time off and holidays
• Professional development opportunities
• Benefits referenced above for Full-Time employees

This job description is not intended to be all-inclusive. The Family Place reserves the right to revise or change job duties as the need arises. This job description does not constitute a written or implied contract of employment. Employment at will.