Episcopal High School in Alexandria, Virginia, seeks an experienced and detail-oriented Payroll and Benefits Specialist to join its Business Office team.
The Payroll and Benefits Specialist ensures the accurate and timely administration of payroll and employee benefits programs for all school employees. This role requires strong attention to detail, confidentiality, and a service-oriented approach. The ideal candidate will have expertise in payroll processing, benefits administration, and HR systems, with a commitment to accuracy and continuous process improvement.
Reporting to the Director of Human Resources and working closely with the Chief Financial Officer and Director of Finance, this position supports the School’s commitment to operational excellence, compliance, and employee well-being.
Essential Duties and Responsibilities
Payroll Administration
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Process semi-monthly payroll for all employees, ensuring accuracy and compliance with federal, state, and local regulations.
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Review and import time and attendance data; enter and update tax and direct deposit information.
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Administer regulatory requirements such as garnishments, tax levies, and support orders.
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Manage payroll adjustments, retroactive pay, and corrections as needed.
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Collaborate with the Business Office to maintain and enhance payroll and HRIS processes and implement best practices for efficiency and accuracy.
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Assist in the review and distribution of annual W-2 and 1095-C forms.
Benefits Administration
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Serve as the primary point of contact for employee benefit inquiries, providing timely and accurate information regarding coverage, eligibility, and claims.
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Coordinate and support the annual benefits open enrollment process.
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Audit benefit enrollments to ensure accuracy of employee and dependent data.
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Process monthly provider billings, verify for accuracy, resolve discrepancies, and approve for payment.
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Manage disability, FMLA, COBRA, and workers’ compensation cases in collaboration with third-party administrators.
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Ensure compliance with all applicable laws, including FMLA, ADA, and ERISA.
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Assist in preparing annual compliance filings and reports such as EEO-1, 403(b) non-discrimination testing, and other regulatory submissions.
Employee Records & Compliance
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Maintain accurate and complete electronic personnel files and employment records in accordance with applicable laws and school policies.
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Process onboarding and offboarding documentation, including new hire paperwork, employment changes, and terminations.
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Assist with quarterly and year-end audits (payroll, workers’ compensation, retirement plan, etc.) and support internal control processes.
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Generate reports and data analyses for audits, management review, and compliance reporting.
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Participate in special projects and initiatives as assigned by the Director of Human Resources, Director of Finance, or Chief Financial Officer.
Knowledge, Skills, and Abilities
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Thorough understanding of payroll principles, practices, and regulatory requirements.
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Strong working knowledge of employee benefit programs, including health, dental, vision, disability, retirement, COBRA, and FMLA administration.
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Proficiency with payroll and HRIS systems; experience with Paycom is a plus.
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Excellent analytical, problem-solving, and organizational skills with strong attention to detail.
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Ability to handle confidential and sensitive information with discretion.
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Strong interpersonal and communication skills with a commitment to exceptional customer service.
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Ability to collaborate effectively across departments and manage multiple priorities in a fast-paced environment.
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Proficiency in Microsoft Office Suite, especially Excel, Word, and Outlook
