POSITION SUMMARY

The Benefits and Payroll Associate coordinates the library’s benefits and bi-weekly payroll, provides administrative and clerical support, and maintains accurate employee records. This position supports a wide range of services, including open enrollment, new hire orientations, employee communication, FMLA, and retirements. 

CONSIDER JOINING OUR TEAM IF: 

• You have experience with systems, processing payroll, and reporting.
• You enjoy working in a collaborative environment and take pride in helping others.
• You believe that people and HR processes are a foundation for a great work culture.
• You believe that continuous improvements are critical for long-term growth and success.
• You are detail-oriented, learn quickly, and are focused on achieving individual and collective goals.
• You believe great companies win as a team.

RESPONSIBILITIES 

• In compliance with government regulations, processes and maintains confidential personnel records, including but not limited to FMLA, workers’ compensation, flexible spending accounts, deferred compensation plans, and changes to employment status. 

• Upholds the highest standards of customer service with polite, helpful, and efficient interactions with vendors, customers, and staff. 

• Coordinates Benefits and Payroll for 200+ employees across three full-service library facilities. 

• Enters and audits employee information into HRIS with a high degree of accuracy and timeliness. Processes all paperwork. 

• Maintains employee database and processes related reports or statistics for management review as required. 

• Coordinates open enrollment process in conjunction with third party administrator. 

• Responds to general inquiries on policies, procedures, benefits, and payroll.  

• Acts as liaison between employees, third party administrator, and vendors. 

• Maintains inventory of forms and brochures. Ensures forms are up to date on Intranet. 

• Plans and coordinates employee benefits events. Serves as chair on the Wellness Team.  

• Shares benefit and health related information with staff.  

• Explains insurance and health related information to qualifying employees. Tracks, updates, and monitors payroll access with supervisors; coordinates revisions with third party administrator.  

• Participates in new hire orientations and assists with completing new hire paperwork.  

• Assists with processing employee ID badges and coordinates information with relevant personnel for activation and deactivation. 

• Processes exit interviews and handles employee separation procedures. 

• Updates and coordinates annual performance evaluations. Tracks new hire evaluations to ensure timely processing.

• May occasionally provide back-up support for other HR staff.     

• Attends professional development opportunities.  

• Performs other related duties and special projects as assigned. 

KNOWLEDGE/SKILLS/ABILITIES 

• Proficient in using computer software programs such as Microsoft Office, Outlook, and spreadsheets for daily tasks and communication. Familiar with the use of database applications.  

• Demonstrates strong written, verbal communication and interpersonal skills working effectively with diverse cultures, interpersonal styles, abilities, and backgrounds. 

• Demonstrates exceptional customer service, providing quality assistance to vendors, customers and staff. 

• Uses problem-solving skills to assist in determining priorities, finding timely solutions to departmental or system-wide issues.  

• Maintains confidential information with tact and discretion. Remains calm in all situations. 

• Exhibits sound and accurate judgment.  

• Demonstrates strong organizational skills, time management skills, and attention to detail. 

• Responsive to change and demonstrates adaptability. 

• Takes responsibility for consistent completion and follow-up on all tasks. 

• Maintains a positive approach while doing daily tasks and when faced with adversity.   

• Ability to work independently and collaboratively with HR team and across departments. 

• Demonstrates a broader understanding of the job and looks for ways to improve Library services and support coworkers. 

EDUCATION/EXPERIENCE/QUALIFICATIONS 

• Bachelor’s degree in HR, Accounting, Business Administration, or a related field preferred. 

• Minimum three years of experience administering payroll or benefits programs; or an equivalent combination of education and experience. 

• Experience with various HRIS and payroll systems, Munis and UKG preferred. 

• Bilingual proficiency a plus. 

PHYSICAL DEMANDS/WORK ENVIRONMENT 

• Communicate with staff and customers in person, via email and over the phone. 

• May require either being in a stationary position or moving about for prolonged periods. 

• Moves equipment or library materials weighing up to 35 lbs. 

• Must have reliable means of transportation to attend meetings, conferences, and perform work at other locations.  

BENEFITS

The benefits for this position include: 

• Annual Vacation Accrual: 3 weeks per year.
• Holidays: 7 days per year.
• Annual Sick Accrual: 12 days per year.
• Up to 5 Personal Days per calendar year prorated based on the hire date.
• 12 weeks paid parental leave policy
• Illinois Municipal Retirement Fund (Pension Plan).
• Health Benefits (Medical, Dental, Vision).
• Training and development opportunities.

WORK SCHEDULE 

Monday - Friday                8:00 a.m. - 04:30 p.m.

* Occasional nights and weekends. Schedules are subject to change. 

To learn more about us, go to https://www.naperville-lib.org/jobs and Diversity, Equity & Inclusion | Naperville Public Library, IL (naperville-lib.org)