Director of Benefits and Payroll

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The Public Health Institute (PHI) is an independent, nonprofit organization dedicated to promoting health, well-being, and quality of life for people throughout California, across the nation and around the world. As one of the largest and most comprehensive public health organizations in the nation, we are at the forefront of research and innovations to improve the efficacy of public health statewide, nationally, and internationally.

PHI was distinguished as one of the top 50 “Best Non-Profit Organizations to Work For” by the Non-Profit Times in a national search.

Position Summary

The Director of Benefits and Payroll plans and directs the overall design, implementation, communication and administration of comprehensive health and welfare programs that support PHI’s employees; providing guidance to the functional areas of benefits administration, leave management, payroll administration, employee wellness and employee recognition program. Supervises staff for related areas. Evaluates and amends programs to ensure compliance with governmental regulations, cost effectiveness and competitiveness with organizations similar to PHI.

This position reports to the Chief Human Resources Officer.

This is a regular full-time remote position. Candidates in the United States are welcome to apply and will be considered, but candidates based in California are preferred. The incumbent is required to work during the core business hours for the Pacific Time zone.

Occasional travel to attend in-person conferences/meetings or participate in other activities in and outside California is required.

Full salary range for this position: $144,278 to $225,289 per year. The typical hiring range for this position is from $144,278 (minimum) to $184,784 (midpoint), based on 100% FTE. The starting salary is determined based on the candidate’s knowledge, skills, experience, as well as budget availability.

Essential Duties & Responsibilities

Benefits Plan Design and Administration

• Provides leadership in the development, planning, implementation, assessment and continuous improvement of a benefits program that is consistent with PHI’s vision of healthy communities and meets the diverse needs of PHI’s employees and their families.
• Designs and manages comprehensive, quality, cost-effective programs and complies with regulations.
• Develops policies and procedures related to benefits and works collaboratively with others as needed to move new policies forward.
• Responsible for updating plan documents and other critical documentation.
• Manages vendor and consultant relationships including administration, service and performance.
• Ensures services received from the employee benefits broker/advisor meet the organization’s needs at a competitive price.
• Creates and directs a Request for Proposal process from employee benefits brokers/advisors no less often than once every five years, or as required by internal policy.
• Maintains and makes certain that current documentation outlining internal procedures and processes is in place.
• Ensures that all members of the Benefits Team provide superior customer service by responding to employee questions within no more than 24 hours.

Employee Wellness Communications

• Utilizes assorted means of communication (such as email messages, benefits guides, newsletter articles and videos), creates cogent materials that support employees’ understanding and appreciation of the benefit plans and wellness activities available to them.
• Develops benefit materials that support employee recruitment.
• Prepares and presents benefits information during employee orientations, open enrollment, and meetings.
• Designs and maintains materials that support employees’ benefit selections upon initial eligibility, during open enrollment and in the event of qualified life changes.
• Designs and maintains materials that explain the options available upon loss of benefits eligibility.

Insurance and Flexible Spending Accounts

• Manages medical, dental, vision, life and disability insurance plans, healthcare and dependent care flexible spending accounts and commuter transportation programs.
• Works with a third-party administrator, manages COBRA.
• Manages accurate and timely reconciliation of benefit invoices.
• Works with PHI’s benefits broker/advisor, direct the annual renewal process.
• Plans and executes successful open enrollment periods.
• Ensures that annual ACA reporting is accurate and meets filing deadlines.

Retirement Plans

• Manages the 403(b) and 457(b) retirement plans.
• Serves on PHI’s retirement plan committee.
• Directs annual fee disclosure and small benefit distribution processes.
• Reviews bi-weekly remittance calculations for approval by the Chief Human Resources Officer.
• Works with Finance, Payroll and outside auditors on the annual 403(b) audit; ensures that PHI’s 5500 is completed and filed by the deadline; distributes the Summary Annual Report to plan participants.

PHI Wellness 360

• Creates and publicizes wellness events that support employees’ overall wellbeing, focusing on physical and mental health, community involvement and financial security.
• Creates plans, such as Mindful Monday mindfulness meditation and Wellness Wednesday chair yoga, to supplement the core benefits and insurance programs.
• Plans and executes annual wellness fairs at PHI’s major offices and/or virtually.
• Creates and sponsors the annual Transition to Retirement workshop series.
• Tracks employee involvement and satisfaction with wellness programs.
• Assesses wellness program and implements changes to ensure maximum value on investment.

Leaves of Absence & Workers’ Compensation

• Oversees all aspects of leave administration including leaves of absence, accommodations under the Americans with Disabilities Act, workers’ compensation claims and the PHI Leave Share and Paid Family Leave Programs.  Partners closely with Payroll in management and administration of PHI sick leave and PTO.
• Ensures PHI policies that govern leaves of absence and accommodations comply with all local, state and federal regulations, including but not limited to the Family Medical Leave Act, California Family Rights Act, California and DC Paid Family Leave, Pregnancy Disability Leave and Americans with Disabilities Act (ADA).
• Conduct periodic audits of benefit plans and LOA/WC to ensure accuracy and efficiency, recommend improvements and implement changes.
• Ensures that employees and their managers receive excellent customer service when inquiring about a leave of absence, and that all communication with them is timely, clear and understood.
• Makes sure that claims are filed in a timely manner.
• Analyzes workers’ compensation claims loss reports and experience modification ratings and recommend safety strategies.
• Manages the completion, filing and posting of OSHA reports.
• Maintains complete, easily accessible records on pending, current and past leaves, accommodations and workers’ compensation claims.

Payroll

• Provides thought leadership and helps to identify and implement Payroll best practices and process improvements that effectively support the needs of the organization and achieve continuous quality improvement.
• Provides guidance on operational standards and oversees specific efforts to help automate or improve Payroll operations.
• In coordination with the Payroll Manager, ensures adherence to standards and production that results in timely and accurate payroll processing.
• Provides guidance to Payroll Manager on special projects.
• Coordinates payroll operations with Finance & Accounting, Grants & Contracts, and other relevant departments.
• Confers with HCM technical team regarding changes and new systems; participates in developing, implementing and testing procedures.
• Ensures that all members of the Payroll Team provide superior customer service by responding to employee questions within 24 hours on business days.
• Ensures resolution of escalated payroll issues or discrepancies.
• Project leadership on payroll-related issues or products, with an eye on the continuous improvement of payroll processes.

Supervisory Responsibilities

• Manages and develops Benefits Team and Payroll Team members, including hiring, professional development, assignment of work and evaluation of performance.

Other Responsibilities

• Travels to PHI offices and conference sites, as needed.
• Performs other HR responsibilities, as assigned.

Minimum Qualifications

• 10 years of combined benefits/human resources experience, including 5 years as a manager.
• 5 years of direct responsibility for benefits administration in a multi-site organization with at least 500 employees.
• 5 years of direct responsibility for payroll administration in a multi-site organization with at least 500 employees.
• Bachelor’s degree, or substitute with four additional years of related experience.

Other Qualifications

• Experience with employee leave management.
• California payroll administration experience preferred.
• Comprehensive knowledge of employee health and welfare programs, policies, procedures and regulations.
• Strong knowledge of current payroll and HRIS systems; experience with PeopleSoft and with ADP very strongly preferred.
• Working experience of payroll taxation at the federal, state, and local/municipal levels.
• Excellent analytical, planning and problem-solving skills.
• Ability to identify and resolve complex problems and organizational conflicts.
• Ability to independently manage projects from conception through implementation and evaluation.
• Excellent verbal and written communication skills.
• Excellent interpersonal and presentation skills to interact with employees at all levels of the organization, providing explanations of complicated plans and concepts in an easily understood manner.
• Strong employee relations skills and ability to maintain confidentiality.
• Ability to be a team player and demonstrate flexibility in the performance of responsibilities.
• Strong personnel management skills.
• Knowledge of Worker’s Compensation and Leave of Absence laws, administrative regulations, major court decisions and trends.
• Solid computer skills in Word, Excel, PowerPoint, and Benefits and Payroll systems.
• Current PHR, SPHR, SHRM-CP, SHRM-SCP, CEBS, and CPP certifications strongly preferred.
• Master’s degree in HR, Accounting, or related field preferred.
• Global payroll experience preferred but not required.

FAIR LABOR STANDARDS ACT (FLSA) STATUS

This position is classified as exempt based on the job duties. However, based on the FTE, salary level of the employee, or federal/state/local laws, the employee may be classified as nonexempt.

EEO Statement

The Public Health Institute is committed to a policy that provides equal employment opportunities to all employees and applicants for employment without regard to race, color, sex, religion, national origin, ancestry, age, marital status, pregnancy, medical condition including genetic characteristics, physical or mental disability, veteran status, gender identification and expression, sexual orientation, and to make all employment decisions so as to further this principle of equal employment opportunity. To this end, the PHI will not discriminate against any employee or applicant for employment because of race, color, sex, religion, national origin, ancestry, age, marital status, pregnancy, medical condition including genetic characteristics, physical or mental disability, veteran status, gender identification and expression, sexual orientation, and will take affirmative action to ensure that applicants are offered employment and employees are treated during employment without regard to these characteristics.

For further information regarding Equal Employment Opportunity, copy and paste the following URL into your web browser: http://www.dol.gov/ofccp/regs/compliance/posters/pdf/eeopost.pdf

ADA Statement:

The Public Health Institute is committed to providing access and reasonable accommodation in its services, programs, activities and employment for individuals with disabilities. To request disability accommodation in the application process, contact the Recruitment Team at least 48 hours in advance at Recruitment@phi.org.

#LI-REMOTE

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We’re so pleased the Public Health Institute is an organization you would like to work with. Do you have questions about this opportunity? If so, email our recruitment team at Recruitment@phi.org.

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