Position HR Payroll & Benefits Administrator

Location Los Angeles

About RI: Relief International (RI), an international relief and development agency with cross-sectoral programs bridging relief and development, currently seeks a HR Payroll & Benefits Administrator.

Position Summary:

Under the supervision of RI’s Human Resource Manger, the Administrator is responsible for managing all aspects of payroll and benefits for the organization.

ESSENTIAL RESPONSIBILITIES AND DUTIES:

HR/PERSONNEL

HR Policy and General Responsibilities

• Provide administrative support for the HR Manager’s research and drafting process of RI policies and procedures

• Create new databases as needed; Holiday selection for 2010,

• Assist with overseeing the work of HR interns

• Prepare Personnel Action Forms as requested

Insurance

• Coordinate with Operations the sending of insurance packets to staff in the field

• File insurance bills on a monthly basis

• Collect, review and distribute Relief International employee insurance invoices, insurance cards and other benefit-related documents to Finance and Benefits Administrator

• Serve as the Los Angeles contact for California-based plans

Induction/Separation

 Facilitate the induction process for New Hires by:

o Preparing documents for Finance and entering the New Hire into HRIS; coordinating with payroll to establish pay process

o Informing new staff on how to file timesheets & leave requests, and orient them on HR leave policies

o Writing introduction emails to all staff when requested

o Following up on exit procedures: exit forms, vacation payout calculations, final timesheet, entering data in HRIS system, coordinating final payment with payroll

Audit Preparation

• Perform, under the direction of the HR Manager, quarterly audit on timesheets and staff personnel folders to ensure proper and up-to-date information is recorded

• Correspond with domestic and international staff to collect and revise audited timesheets and personnel documents as needed

• Other audit-related duties as requested

BENEFITS:

• Handle enrollment changes for insurance plans and retirement plans. Insurance plans include domestic and international health, dental, vision, and disability plans.

• Maintain logs of covered individuals in travel, accident, and voluntary workers compensation insurance plans and submit reports to carriers as required.

• Review benefit-related invoices and ensure their timely payments.

• Manage benefit-related audits and reporting, including those for Workers Compensation and retirement plans.

• Working with brokers, HR Manager, and the senior management, evaluate current insurance plans. If necessary, research different options, present findings, and make recommendations to the senior management. Follow through on new plan implementations.

• Maintain benefit portions of HRIS. Run benefit projections and other reports.

• Function as the main contact person for benefit-related employee communications. Respond to questions, manage open enrollments, act as the intermediary to resolve employees’ problems, and send written notifications to comply with the laws.

• Ensure that RI’s benefit policies and practices follow State and Federal government regulations.

• Assist the Finance Department during each payroll to ascertain that amounts for deductions and benefits paid in cash are correct.

• Administer RI’s public transportation subsidy program as well as DC Metro’s Official Travel program.

• Create a benefit administration manual and train Benefits Associate, paying attention to differences between the DC, California, and international plans.

PAYROLL:

Timesheets

• Send out regular reminders to staff regarding timesheet and approval deadlines

• Follow up on incomplete timesheets with department supervisors and HR to meet all payroll requirements (timely submission, formatting, correct approvals)

• Organize and process Relief International employee leave request forms to ensure proper completion and authorization of leave is taken

• Troubleshoot timesheet issues during submission (password resets, requests to add grant codes to the database, etc.)

Leave Balances

• Organize, update and maintain Time and Attendance databases in ADP

• Correspond with Finance on a quarterly basis to prepare vacation liability reports

• Conduct initial preparation of vacation/floating comp liability report for audits as needed

ADP Troubleshooting and Preparation

• In coordination with the HR Manager, respond to emails sent to the designated email address box with technical support for staff in the field and in the US

• Populate, edit, and update ADP modules: HRIS (HR data), PayEx (Leave Balances) and Time-Tracking Module (timesheets and supervisory relationships)

• Attend the ADP series of online and in-classroom training sessions to be prepared to use the system

• Update staff instructions for using the ADP system and send to staff as needed

Payment Facilitation

• Perform complex clerical duties involved in the preparation and processing of the Relief International domestic and international employee payrolls to ensure accuracy of monthly salary payments

• Prepare semi-monthly employee payroll summary sheets for the Finance department

• Collect and maintain record of new salary advances, past advances due, in-country salary requests, and vacation payout requests

• Distribute check stubs to domestic and international members

• Collect, review and process staff reimbursement requests and coordinate with Finance for payment

• Collect, review and process consultancy payment information and providing payment request to the Finance department

• Collect timesheets for interns and prepare monthly check request for intern stipends

• Perform other payroll duties as requested

QUALIFICATIONS AND REQUIREMENTS:

This position demands a dynamic individual with a demonstrated ability to achieve results in a demanding and fast paced environment.

• Proven ability to stay focused on goals with minimal supervision

• Sound judgment, complete discretion and attention to detail

• At least 2 years of experience in a Human Resources department, preferably in a non-profit, humanitarian agency; at least 2 years experience with benefits enrollment

• Familiarity with ADP preferred but not required.

• Excellent communication (written and verbal) and representation skills

Salary: Commensurate with experience and qualifications.

Application Procedure: To be considered for this recruitment, please submit a cover letter, resume, salary history, 3 professional supervisory references (whom we may contact after a second interview) with the date of availability to hrhumanresources@ri.org. Incomplete applications will not be considered. The email subject line should include the following: HR Payroll and Benefits Administrator.