POSITION TITLE: Payroll and Benefits SpecialistDEPARTMENT: Human Resources / PayrollLOCATION: Longview, WA (ON-SITE)REPORTS TO: Payroll and Benefits ManagerFLSA STATUS: Nonexempt, fulltime2025 WAGE RANGE: $38.41 - $46.08 per hour DOEClosing Date: December 24, 2024***If you are an American Indian/Alaska Native and/or a Veteran and would like this to be considered preference in hiring, please upload documentation with your resume and cover letter. Acceptable documentation includes Tribal Enrollment card, a letter from your Tribe stating your enrollment, or BIA 4432 and/or DD214.***Position Summary: As part of a three-person Payroll & Benefits Specialist team serving I-P employees, ensures accurate and timely bi-weekly payroll processing for all employees of the Cowlitz Indian Tribe, including Public Safety, Cowlitz Tribal Gaming Authority, and the Tobacco Outlet. Provides comprehensive Payroll & Benefits services and consultation to employees in their customer base related to wages, payroll taxes, medical, life and supplemental insurance, annual, sick and donated leave, holiday pay, 401(k) participation, overtime and compensatory time, voluntary deductions, employment verifications and garnishments. ***If you are an American Indian/Alaska Native and/or a Veteran and would like this to be considered preference in hiring, please upload documentation with your resume and cover letter. Acceptable documentation includes Tribal Enrollment card, a letter from your Tribe stating your enrollment, or BIA 4432 and/or DD214.***Maintains confidentiality of all privileged information and ensures professionalism in all interactions with internal and external customers. Honors and represents the mission, vision, values of CIT and of the Payroll, HR and Accounting departments. This list of duties and responsibilities is illustrative only of the tasks performed by this position and is not all-inclusive.Essential Duties & Responsibilities:
- Ensures timely and accurate preparation, processing and completion of bi-weekly payroll, payroll liabilities, and Tribal Council stipends according to established policies, procedures, requirements and regulations.
- Maintains accurate and complete employee payroll records, files and database information to create audit trail and allow for accurate reporting on and tracking of payroll actions.
- Provides professional and administrative consultation and service to employees and supervisors in support of Payroll and Benefits programs.
- Serves as primary point of consultation, coordination, and liaison for benefits management and payroll processing.
- Assists Payroll & Benefits Manager with year-end processes, audit preparations and requests for information, quarterly reports and monthly benefit reconciliations.
- Enters all data for new hires, terminated employees, employee information changes, and paycheck and paystubs distribution; researches and corrects discrepancies.
- Ensures accuracy of payroll by reviewing time and leave reported on timesheets and communicating with employees, supervisors and management to address and correct discrepancies, errors, missing information, irregularities, incorrect calculations or coding mistakes.
- Responds to customer questions and concerns regarding payroll policies, timesheets, paystubs, withholdings, accrued leave and requests for copies of personal documents.
- Manages 401(k) program including eligibility, compliance, enrollment, contributions, paycheck withholdings, notifications, changes, distribution requests and scheduling/coordination of employee workshops with 401(k) consultants.
- Responds to customer questions about individual benefits questions, such as medical, dental, and vision insurance, COBRA eligibility, leave, and other associated benefits.
- Supports HR by providing requested documentation and reports for tracking FWL hours and other employee medical leave programs.
- Coordinates annual open enrollment for medical benefits through HCA and Aflac; supports employees in utilizing their online Benefits 24/7 account to adjust their medical insurance; and enters benefits enrollments accurately and timely in the payroll system & HRIS.
- Starts and stops payroll deductions for Aflac employee elected policies; Reconciles and pays Aflac invoices.
- Meets with new hires to discuss benefit overview, selections, and assist with their enrollment.
- Reconciles monthly insurance invoices for medical, vision, dental, and LTD to payroll actuals.
- Ensures timely processing of termed employees, accrued leave payout and reporting separation of employment to benefit administrators for cancelling coverage.
- Manages, calculates, and processes donated leave/wages and donated leave available balances.
- Calculates and processes catch-up deductions and issues refunds for incorrect deductions.
- Prepares, submits, reviews and/or approves ACH direct deposits.
- Assists with processing quarterly reports and payments, and year-end processes including, but not limited to, W-2's, 1095's, leave liability accrual, payroll accrual, pay scale adjustments, employee COLAs and tax updates.
- Generates accurate reports according to established timelines as requested or required for compliance reporting and management.
- Processes vacation buy backs and Tribal Council stipends.
- Ensures timely and accurate preparation, processing, completion and posting of bi-weekly payments for payroll liabilities including taxes, 401(k), and garnishments.
- Creates, processes, reviews and posts various payroll-related entries in accounting database including, but not limited to, cash disbursements, payroll garnishment and liability payments, and re-issued paychecks.
- Manages, calculates and processes pay adjustments and military pay reimbursements.
- Assists with various audits by gathering supporting documents and generating reports.
- Reconciles employee accrued leave balances and adjusts as needed.
- Attends and participates in required meetings.
- Contributes to a team effort and accomplishes related results as required.
- Performs other duties as assigned.
Knowledge, Skills, and Abilities:
- Knowledge of traditional form of government and tribal customs and traditions.
- Knowledge of basic accounting, math, and record keeping practices and procedures.
- Knowledge of laws, rules, and regulations that apply to fiscal operations.
- Knowledge of benefit programs and administration.
- Skill in operating various word-processing, spreadsheets and database software programs.
- Skill in operating accounting and payroll programs such as MIP and Microix.
- Ability to complete work with attention to detail and accuracy within specific timelines.
- Ability to give and receive communication effectively in person, over computer, or in front of groups of people.
- Ability to work independently and as a part of a team.
- Ability to communicate effectively both verbally and in writing.
- Ability to maintain confidentiality.
- Ability to interact and maintain good working relationships with individuals of varying cultural and social backgrounds.
- Ability to analyze, compare and interpret facts and figures.
- Ability to analyze financial information and draw logical conclusions.
- Ability to read, comprehend, explain and apply laws, regulations, policies and procedures.
- Ability to handle multiple tasks, prioritize and meet deadlines.
Minimum Qualifications:
- High school diploma or GED; Associate's degree preferred.
- Three years of detailed data entry experience.
- Two years of payroll processing or benefits administration experience.
- A combination of relevant education and related work experience may be considered.
- The most qualified candidates will have two years processing payroll in MIP/Microix.
- Valid driver's license is required when driving vehicles for work-related purposes.
- Must be able to successfully pass a background screening / investigation according to the established requirements below.
Tribal preference in accordance with Cowlitz Indian Tribe Code and CIT Employee Policies and Procedures Handbook shall apply to all positions. All positions are required to adhere to CIT's established safety policies regarding vaccine requirements and personal protective equipment (PPE).Background Investigation Requirements:
- Employees must successfully pass:
- Pre-employment drug screen.
- Reference checks, education and employment verification.
- Federal, state, and/or tribal criminal history and sanction checks.
Physical Demands:While performing the duties of this job, the employee regularly is required to utilize computer equipment for extended periods of time. The employee occasionally is required to stand; walk; and reach with hands and arms. The employee may occasionally be required to lift up to 20lbs.Work Environment:Work is generally performed in an office setting with a moderate noise level. A laptop may be assigned to allow incumbent to process payroll remotely. Evening and/or weekend work may be required. Overtime may be required to meet tight timelines for payroll processing. Travel may be required for training, meetings, conferences, presentations, and other events.