Job Description
The Employee Services Coordinator supports the Employee Services team and employees nationwide. This role will be responsible for supporting several functional areas: onboarding, offboarding, day-to-day benefits administration, internal and compliance reporting, Employee Services systems and employee files management, workers’ compensation claims coordination, and assisting with various employee programs and projects. Outstanding organizational skills, time management, attention to detail, and following through are key attributes in this role.
This role can work remotely but requires the individual to be based on the West Coast.
DUTIES & RESPONSIBILITIES
ONBOARDING/OFFBOARDING
- Serve as the point-of-contact for candidates and new hires throughout the onboarding process
- Work closely with the onboarding team, directing them on process and educate on compliance matters
- Manage the onboarding process and experience for both regular employees and freelancers- draft offer package, collect new hire paperwork and relevant information, conducting I-9 document review, arrange onboarding schedules, and conduct background checks as necessary
- Manage the offboarding process for both regular employees and freelancers- coordinate with payroll for final checks, and ensure exit interview survey and relevant exit paperwork completed
BENEFITS ADMINISTRATION
- Assist with the day-to-day administration of the employee health, welfare, and retirement plans, including overseeing enrollment
- Provide first line support for employees who have benefits questions or issues, escalating to Employee Services Manager or benefits broker when needed, and resolve employee coverage inquires
- Partner with the Employee Services Manager to plan and organize annual open enrollment and wellness fair- schedule open enrollment meetings, update Slack with revised documentation, oversee enrollment completion, compile census information to send to carriers, and secure vendors for wellness fair
- Partner with the Employee Services Manager to plan and coordinate benefits education, including designing benefits education materials on Canva
- Partner with COBRA administrator to manage COBRA- monitor enrollment, reconcile COBRA repayment checks, and reports enrollment issues with carriers
- Process benefit and retirement contributions per pay period/monthly- communicate funding and discrepancies with payroll
- Compile and remit ACA reporting on a monthly basis
- On a per pay period basis process 401(k) distributions, commuter benefits deductions, HSA contributions, and FSA contributions
- Manage paid family leave invoicing and deductions- reconcile deductions and process invoice quarterly
- Assist with conducting annual compliance reporting and testing
SYSTEMS AND RECORDS MANAGEMENT
- Maintain employee data and profiles within all HR systems, ensuring data is accurate- ADP, PTO Roots, and EVERFI
- Maintain “wiki” on Employee Services Slack channels
- Maintain employee digital files
GENERAL ADMINISTRATIVE
- Coordinate workers’ compensation claims paperwork completion with the employee and follow up as necessary
- Coordinate harassment training signs up and completion- input new employees into EVERFI, and work with the Employee Services Manager to follow up with employees on training requirements/overdue training
- Responsible for completing compliance reporting- EEO-1, OSHA, I-9, San Francisco Health Care Security Ordinance, and other various local, state, and federal requirements
- Compile various reporting for the department and agency- headcount, turnover, monthly townhall meetings, and time off
- Draft employee communication letters- employment verifications, status change letters, and other various documents
- Maintain and regularly audit employee files, I-9s, and immigration files
- Complete employment verifications