Payroll and Benefits Specialist

Organizational Background

For 100 years Nationalities Service Center (NSC) has welcomed people from around the globe who seek refuge, hope, and opportunity in the Greater Philadelphia area. Our mission is to empower immigrants and refugees to thrive in our communities and pursue a just future. NSC delivers a 360° client experience from early pathways to stability toward long-term economic mobility. Our comprehensive and integrated services include housing and community resettlement for refugees, asylees, and victims of trafficking/torture; English language classes; legal protections and remedies; health and wellness; job readiness training and employment placement.  Each year NSC serves approximately 5,000 individuals from over 110 countries. 

As a 501(c)(3), NSC currently has 100+ full-time and part-time employees. Our revenue mix includes public grants and contracts, foundation grants, individual donations, fees for service, corporate sponsorships, and earned revenue. Headquartered in Center City, Philadelphia, PA, we are currently operating a hybrid remote office schedule. 

Employment at NSC means joining a resilient, motivated, and global team committed to fulfilling our mission and being ready to stand with immigrants and refugees. We believe it's important to cultivate a team that is reflective of the communities we serve and highly encourage individuals from diverse and global backgrounds to apply.

Position Summary

The Payroll and Benefits Specialist manages employee compensation and benefits programs. This position assists with the administration payroll and all benefits and retirement programs, including medical, dental, vision, life insurance, short- and long-term disability, and 401(k) plan.  

Requirements: 

• COVID-Vaccine - NSC has determined that requiring that all staff who are working on-site be fully vaccinated is the best way to protect our employees and the community. 
• Working in the office is required for the Philadelphia office and other locations as well as offsite travel when necessary, including accompanying clients to health appointments. NSC is currently operating on a hybrid remote/office schedule. 
• Working understanding of NSC’s mission, vision, values, programs and services, and business plan. 
• Possesses strong interpersonal skills as demonstrated by compassionate, courteous, cordial, cooperative, and professional interaction with diverse groups of co-workers, external business partners, and the community. 
• Adheres to all NSC and departmental policies and procedures. 
• Attends all NSC in-services as required. 

Primary Responsibilities:  

Payroll & Benefits 

• Accurately process biweekly payroll through ADP Workforce Now (employee database account maintenance/updates for all withholding, taxes, deductions, etc.) in a timely and confidential manner. 
• Maintain electronic and hard copy personnel files including, but not limited to, regulatory reporting requests, verifications of employment, and unemployment claim inquiries. 
• Process paperwork for new employees and enter employee information into the payroll system. 
• Train employees on organizations’ timekeeping systems. 
• Review time sheets, wage computation, and other information to detect and reconcile payroll discrepancies. 
• Record employee information, such as transfers, and resignations to maintain and update payroll records. 
• Ensures the accuracy of all benefits enrollments in the HRIS to provide vendors with accurate eligibility information.  
• Performs quality checks of benefits-related data. 
• Assists employees regarding benefits claim issues and plan changes. 
• Assist with Open Enrollment and distributes all benefits enrollment materials and determines eligibility. 
• Assist employees with carriers and process life status changes. 
• Responds to benefits inquiries from managers and employees on plan provisions, benefits enrollments, status changes and other general inquiries. 
• Processes and administers all leave-of-absence requests and disability paperwork: medical, personal, disability and FMLA. 
• Effectively interprets FMLA and ADA implications as they relate to leaves of absences/disabilities. 
• Responds to 401(k) inquiries from managers and employees relating to enrollments, plan changes and contribution amounts. Manages the annual catch-up contribution enrollment and payments. 
• Provides necessary reports for allocation/billing charges. 

 Onboarding / Offboarding 

• Post open positions internally and externally, maintain recruitment-related reports such as listings, applicant tracking, new hire log, and turnover reports. 
• Facilitate weekly recruitment meetings. 
• Support hiring manager to screen candidates; conduct new-employee onboarding orientation. 
• Managing distribution of offer letters and welcome packets to new hires. 
• Serve as administrator for background checks and employment verification. 
• Support new hires' onboarding orientation, including the creation of employee emails, issuing agency laptops, technical equipment, identification badges, and access keycards. 
• Assist Associate Director of Wellness, Trauma-Informed Practice, and Community Culture with New Staff Orientations. 
• Maintains personnel records and reports. Maintains organizational charts, employee directory, and office procedures manual. 
• Manage Team bios on the website and keep the Team page up to date. 
• Manage notifications of transitioning employees of offboarding information. 
• Coordinate Exit Interviews. 

Non-Essential Functions 

• Attending relevant workshops or joining professional groups as necessary to maintain professional knowledge and licensure. 
• Adheres to NSC’s confidentiality guidelines and ensures the appropriate handling of sensitive information. 
• Facilitates and attends relevant staff meetings to promote communication and execution of goals. 
• Completes special projects specific to the function of the department or as needed for the department as directed by the Supervisor. 
• Other duties as assigned within the scope of position expectations. 

Required Skills and Experiences 

• Associate degree in HR or related field, but experience and/or other training/certification may be substituted for the education. Bachelor’s degree in human resources preferred. 
• Two years experience in HR, payroll, and/or benefits administration. 
• Extensive knowledge of employee benefits and applicable laws.  
• Excellent written and verbal communication skills. 
• Experience with ADP Workforce Now preferred. 
• Excellent organizational and time management skills.  
• Proficient with Microsoft Office Suite or similar software. 

Physical Demands 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. 

• While performing the duties of this job, the employee will frequently stand; walk; sit; use hands to finger, handle, or feel objects, tools or equipment; reach with hands and arms; balance; talk, or hear. The employee will occasionally climb stairs; stoop; kneel; crouch or crawl; taste or smell. 
• The employee must occasionally lift and/or move up to 25 pounds. 
• Operate general office equipment with frequent work at a computer workstation. 
• Specific vision abilities required by the job include frequent reading and close vision; distance vision; color vision; peripheral vision; depth perception; and the ability to adjust focus.        

Work Environment 

The work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. 

• The noise level in the work environment is moderate. 
• Although work is primarily indoors, you may be required to travel outside to community, business partner, and social service locations. 
• Position may require occasional trips to attend conferences seminars, and meetings. 
• Work outside of traditional work hours may be necessary based on operational and agency needs.    
• Currently, the agency is operating with a hybrid model - in-person/working from home due to the effect of the pandemic.   

Nothing in this position description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. 

 LOCATION AND HOURS: This is a full-time, in-person position based in our Philadelphia office with the potential for hybrid work as team needs allow. Our regular hours are Monday to Friday, 9:00 am to 5:00 pm, and this position requires working occasional evenings and weekends. We have COVID-19 safety protocols in place, and we revisit and update them in accordance with city, state, and federal guidelines.

COMPENSATION: The salary range is $52,000-$55,000 commensurate with experience. The benefits package includes generous vacation and sick leave; paid sabbatical leave; summer hours; 77% employer-paid health, dental, and vision coverage; short-term disability, long-term disability, and life insurance, 403(b) with an employer match.

NSC is an equal opportunity employer committed to a policy of non-discrimination in all employment practices and does not discriminate based on race, ethnicity, religion, gender, national origin, age, disability, veteran status, genetic information, sexual orientation, gender identity or expression, nor any other basis protected under applicable law.

• Medical, Dental, and Vision Insurance Plans
• Employer-paid Short-Term and Long-Term Disability
• Employer-paid Life Insurance
• 403(b) Retirement Savings Plan with Employer Match
• Paid Vacation, Holiday and Sick Time Off
• Flexible Spending Account
• Health and Wellness Programs
• Flexible work schedules including Flextime and Working Remotely initiatives
• Paid Child Care Leave
• Bereavement Leave
• Paid Sabbatical Leave