Specialist, Human Resources

EVERYMIND INC•Rockville, MD

20d•$82,775 - $92,000•Hybrid

About The Position

EveryMind is hiring a Human Resource Specialist for its Human Resources team. This role is responsible for accurate, timely, and compliant payroll processing; employee benefits and retirement plan administration; payroll and benefits vendor management; and financial, payroll, benefits, and vendor-related audits. The specialist serves as a subject matter expert on payroll and benefits, supports payroll-related employee relations, manages the financial and benefits components of employee separations, and provides workforce training and engagement support. The role collaborates with the HR team to support consistent employee lifecycle administration and reciprocal backup coverage. The position reports to the Director, Human Resources and receives general supervision from designated HR leadership. It exercises independent judgment in routine administration and escalates complex, sensitive, or high-risk matters for review and approval. It provides functional guidance, technical support, training, and process direction to staff and leaders in assigned subject areas, with occasional supervision of interns and volunteers but no direct supervisory responsibility. The position is based primarily in a professional office environment. Employees work mostly on-site, with some remote work possible subject to supervisor approval and organizational needs. Travel to different locations is required, and reliable transportation is necessary. The employee should be available during most core business hours, generally 9 a.m. to 5 p.m. Monday through Friday; some schedule flexibility may be available. Occasional evening or weekend hours and additional hours may be necessary to meet deadlines and operational requirements. The role involves frequent standing, walking, sitting, hand use, climbing stairs, balancing, kneeling, crouching, and talking and hearing; frequent lifting or moving of up to 35 pounds; sustained computer work; and handling detailed records and potentially sensitive employee concerns. A criminal background check is required, and certain functions may require additional criminal activity and credit checks.

Requirements

Bachelor’s degree in Human Resources, Business Administration, Accounting, Finance, or a related field preferred; equivalent relevant education and experience will be considered.
Five or more years of progressive HR experience.
Three to five years of payroll and benefits administration experience.
Experience independently processing and auditing payroll, administering garnishments, W-2s, ACH/direct deposit, and benefit deductions.
Experience with benefits vendor relationships, retirement plans, 401(k) or financial audits, and employee separation pay.
Proficiency with HRIS and payroll systems.
Excellent oral and written communication skills and ability to manage multiple tasks while working effectively as a team player.
Strong customer service skills.
Strong computer skills, including proficiency with Microsoft Office Suite, Zoom, Teams, and other technology platforms.
Strong payroll reconciliation, Excel, detail and financial accuracy, documentation, reporting, and internal control skills.
Working knowledge of applicable federal and state wage/hour, tax withholding, benefits, retirement, privacy, and payroll regulations.
Clear employee-facing communication, training, vendor coordination, and problem-solving skills.
Ability to collaborate with clients and family members or caretakers, interns, volunteers, staff, Chiefs, board members, and community partners in a flexible work environment.
Ability to express ideas clearly, confidently, and sensitively; maintain employee confidentiality; meet recurring time-critical payroll deadlines; handle complex confidential data accurately; investigate discrepancies; explain technical requirements; and exercise discretion and sound judgment.
Ability to collaborate across HR, Finance, program leadership, and external vendors, and to cross-train and cover essential peer duties.
Ability to meet the physical and emotional demands of the role, with reasonable accommodation where applicable.
Must pass a criminal background check. Certain job functions may require additional criminal activity and credit checks.
Staff providing services to staff or clients must be free of illegal drugs and abuse of alcohol and fully able to perform required duties.

Nice To Haves

PHR, SHRM-CP, CPP, or CEBS credential.
Paycom experience.
Nonprofit or human services experience.

Responsibilities

Manage the full payroll cycle, including payroll input collection and validation, timekeeping review, processing, approvals, reconciliations, audits, adjustments, and final pay, ensuring accuracy and compliance.
Administer wages, overtime, differentials, supplemental earnings, deductions, garnishments, tax levies, direct deposits, and other payroll transactions; coordinate tax reporting, year-end processes, W-2s, banking requirements, and record retention.
Maintain accurate payroll data and controls in Paycom or the designated HRIS; investigate discrepancies, resolve payment issues, respond to authorized payroll and income verification requests, and safeguard confidential information.
Administer employee benefits, including medical, dental, vision, life, disability, HSA/FSA, and retirement plans, including eligibility, enrollment, qualifying life events, changes, terminations, and employee communications.
Coordinate open enrollment, COBRA administration, benefits transitions related to leaves and separations, and applicable ACA, ERISA, and HIPAA requirements with providers and service partners.
Serve as a primary liaison with Finance, benefits brokers, insurers, retirement plan administrators, payroll vendors, and other service providers; reconcile invoices, eligibility files, payroll deductions, employer contributions, and retirement deferrals.
Coordinate HR deliverables for financial, payroll, benefits, and compliance audits, including annual 401(k) audits, employee census data, contribution reconciliations, Form 5500-related documentation, auditor requests, and corrective actions.
Support leave administration by coordinating payroll and benefits during employee leaves, tracking pay and benefit changes, facilitating leave-related transitions and return-to-work updates, and partnering with HR colleagues on documentation and compliance.
Process final pay, accrued leave payouts where required, deductions, benefit terminations, and other separation-related payroll and benefits transactions in coordination with the HR team and HR leadership.
Assist with employee performance matters, investigations, complaints, grievances, and employment-related claims by gathering documentation, maintaining confidential records, and escalating decisions to authorized HR leadership.
Support planning and implementation of organizational wellness, employee engagement, recognition, and retention initiatives with HR colleagues and program leadership.
Develop and deliver training, job aids, standard operating procedures, and manager guidance on payroll, timekeeping, compensation processes, benefits, retirement options, and other assigned areas.
Participate in ongoing HR team cross-training and provide reciprocal backup coverage while maintaining confidentiality, appropriate system access, segregation of duties, and required approvals.
Maintain current procedures, checklists, and process calendars; partner with Finance, HR colleagues, and program leaders to strengthen HRIS data integrity, internal controls, reporting, policy implementation, service delivery, and operational efficiency.
Perform other duties as assigned.

Benefits

Medical, dental, and vision insurance options.
Employer-paid life and long-term disability insurance.
401(k) matching program.
47+ days of leave, including vacation, sick, wellness, holidays, and birthday leave.
Continuing Education Units (CEUs).
Monthly group consultation.
Weekly clinical supervision.
Pay increases for licensure advancements.
Employee Assistance Program.
Referral bonus program.
Employee discount program.
Sensible caseload management.
Professional development and growth opportunities.