Payroll/Benefits Administrator

St. Xavier High School; Wintondale (OH); On-site; USD 60,000 - 85,000; Full time

Job summary

St. Xavier High School seeks a Payroll/Benefits Administrator to oversee payroll for all employees, manage benefit programs, and ensure accurate tax withholding. The role supports annual audits, Open Enrollment, and related reporting using Paycor and Sage.

The position requires a bachelor’s degree in accounting/finance and at least 5 years of payroll experience, with strong attention to detail and excellent communication skills.

Qualifications

• Bachelor's degree in Accounting, Finance, or related field preferred.
• At least 5 years of payroll administration experience.
• Experience with Paycor payroll processing and onboarding a must.
• Knowledge of payroll taxes and regulations.

Responsibilities

• Process biweekly payroll for salary and hourly staff, and stipends.
• Manage benefits administration, including COBRA and FSA/HSA where applicable.
• Prepare payroll filings and assist with government/audits.
• Post GL to Sage and maintain payroll records.
• Support year-end processes and open enrollment in Paycor.

Skills

Payroll administration

Paycor proficiency

Benefits & COBRA

Garnishments & taxes

Onboarding

Communication

Audits & compliance

Education

Bachelor's degree in Accounting/Finance or related field

Tools

Paycor

Sage

Empower 403b

EyeMed/Cigna/Verifications

Job description

The Payroll/Benefits Administrator oversees everything that is associated with paying the school’s employees and administering employee benefits. This is including tracking hours worked, special stipend payments and ensuring that employees are accurately paid for their time. It also includes calculating, deducting and processing taxes, garnishments, social security withholdings and company-offered benefits within Paycor (third-party payroll processing system). This position also prepares payroll related filings with government and regulatory agencies and participates in any related audits including annual financial statements and 403(b) audits, BWC True-ups and other payroll related reporting.

Essential Duties and Responsibilities:

Payroll Responsibilities:

• Complete biweekly payroll for Salary, Hourly, and Jesuits (including numerous special pay stipends and one-off payments)
• Empower (403b) Postings biweekly after payroll
• GL posting after payroll to Sage (Accounting Software) biweekly
• FSA (Medical, Limited & Childcare) reporting biweekly to third party processor
• Garnishment and Child Support setup and maintenance
• Manage timecard issues, corrections
• Provide information and answer employee questions about payroll-related matters
• Resolve payroll issues
• Collection of supporting documents for payment of additional duty, coaching stipends, co-curriculars stipends
• Maintains payroll records and emails of payment requests
• Assist and execute in annual COLA updates in Paycor system
• Administrator to Dental (Ameritas), Vision (EyeMed), Medical (Christian Brothers) & Paycor
• Onboarding admin for all new hires, rehires, and terminations
• Process all personnel requests
• Cobra maintenance for third party servicer
• HSA-PNC maintenance
• Empower (403b) maintenance, adds/new hires, terminations
• Cobra posting at termination
• Gathering and maintaining employee records (i.e., I-9 documentation)
• Maintain and monitor Vacation, Personal, Sick and Holiday balances within Paycor system
• Assists employees in registering for or resetting access to online portals (Paycor & other benefit systems)
• Assists employees regarding benefit claim issues, plan changes, life events

Accounting Responsibilities:

• Medical, Dental, Vision, Cobra benefits bills posting monthly to SAGE.
• Jesuit billing sent to Jesuit Administrator monthly
• Prepare Cigna billing for accounts payable monthly

Systems Maintenance Responsibilities:

• Maintain and update GL Labor Distribution within Paycor for reporting
• Build reports as needed for management in Paycor and Empower (403b)
• Troubleshoot end-user issues with third party servicers (Paycor, Empower, EyeMed, Cobra Surrency, PNC (HSA) and
• Lead/Assist in new system migrations (carrier connect – Empower, benefit providers, etc.)
• Work with HUB and Paycor during Open Enrollment (OE) for setup and execution of benefits including testing of OE in Paycor.

Audits and Reporting Responsibilities:

• EEO reporting
• BLS reporting
• Assist with ad-hoc financial reporting and analysis as needed.
• ACA reporting
• BWC reporting
• Unemployment
• Assist with 403b audits and compliance
• Assist with various employee data surveys
• Assist with Budget Process for Salary & Wages

Education, Experience and Qualifications:

• Bachelor's degree in Accounting, Finance, or related field preferred
• At least 5 years of experience in payroll administration or related field
• Experience with Paycor payroll processing and onboarding a must.
• Familiarity with payroll taxes and regulations required
• Strong attention to detail and ability to manage multiple tasks and deadlines
• Excellent communication and interpersonal skills, including the ability to communicate with employees about payroll and benefits
• Knowledge of federal and state labor and tax laws
• Ability to work independently and as part of a team

The school’s policy regarding background checks for teaching and nonteaching employees and for volunteers who have direct contact with students:

B. Screening Employees and Regular Volunteers Persons who serve our students as employees or regular volunteers are among the School's most valuable assets. They contribute so much to the spiritual, emotional, intellectual, and physical wellbeing of young persons. Administrators must take due precautions in order to assure that only those persons who are psychologically and temperamentally suited are chosen to work with students.

B.1 Each applicant for employment in a position with regular, significant contact with students must supply to the hiring agent personal information adequate to assess his or her suitability for contact with students. Each applicant must complete and sign the official Applicant's Certification (cf. Attachment 3). Each applicant must supply the names of three references, at least one from the most recent employer and none from close friends or relatives.

B.2 Hiring agents are to speak with references provided by applicants for employment and to examine and verify the employment history. The hiring agent will secure a check of criminal records through the Ohio Bureau of Criminal Investigation.

B.3 The School will establish procedures for gathering the information and completing the reference checks mentioned above. All of this information is to be retained in a confidential file at the location of employment until five years after employment ends, at which time all application documents are to be destroyed.

B.4 Those persons who recruit volunteers to work regularly with students should exercise caution in selecting volunteers. If there is any cause for concern in a particular case, the matter should be brought to the attention of the responsible supervisor for further review. A background check of criminal records through the Ohio Bureau of Criminal Investigation will be secured for all volunteers who work regularly with students. A "regular volunteer" means anyone other than an employee who functions in a regular significant relationship with students. This includes coaches, tutors, interns, student teachers, and others in a similar capacity. It also means any volunteer who works with students more than three hours a month or who works with students more frequently than once a month. It does not include the occasional volunteer such as a driver or chaperone for individual activities as well as those volunteers who work no more than once a month and for fewer than three hours a month.