Specialist, Human Resources

Want to make a difference? Come be a part of the amazing work EveryMind is accomplishing!

EveryMind is not just a name; it’s a catalyst for change. We believe in the inherent value and potential of every individual, every mind. With a commitment to the building blocks of mental health, we have been strengthening communities and empowering individuals since 1957. Through our direct services, advocacy, and community partnerships, we foster an ecosystem of support that cultivates thriving communities.

EveryMind is hiring a Human Resource Specialist to join our Human Resources Team. This role is responsible for complete, 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. Serves as the subject matter expert for payroll and benefits, supports payroll-related employee relations, manages the financial and benefits components of employee separations, and provides workforce training and engagement support. Collaborates with the HR team to ensure consistent employee lifecycle administration and reciprocal backup coverage.

Why You'll Love Working at EveryMind

At EveryMind, we're not just a workplace, we're a mission-driven community committed to mental wellness for all. Here's what you can expect when you join us:

• A Recognized Top Workplace in Montgomery County (Bethesda Magazine)
• Over 65 Years of service as a leading mental health nonprofit
• 210+ Team Members across 27 locations
• Culture of Trust, Integrity, and Innovation

Your Benefits Package Includes:

• Medical, Dental, and Vision Insurance Options
• Employer-Paid Life & Long-Term Disability Insurance
• 401(k) Matching Program
• 47+ Days of Leave (Vacation, Sick, Wellness, Holidays, Birthday & More!)
• 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 & Growth Opportunities

ESSENTIAL DUTIES AND RESPONSIBILITIES:

1. Payroll Administration: Manage the full payroll cycle, including collection and validation of payroll inputs, timekeeping review, payroll processing, approvals, reconciliations, audits, adjustments, and final pay, ensuring accuracy and compliance with applicable laws and organizational policies.
2. Payroll Compliance and Recordkeeping: 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 with Finance and external vendors.
3. Payroll Systems and Employee Support: 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 employee and financial information.
4. Benefits Administration: Administer employee benefit programs, including medical, dental, vision, life, disability, HSA/FSA, and retirement plans, managing 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 benefits providers and other service partners.
5. Vendor and Financial Reconciliation: Serve as a primary liaison with finance department, benefits brokers, insurers, retirement plan administrators, payroll vendors, and other service providers; reconcile invoices, eligibility files, payroll deductions, employer contributions, and retirement deferrals, resolving discrepancies as needed.
6. Audits and Regulatory Reporting: 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.
7. Leave Management Support: Support leave management by coordinating payroll and benefits administration for employee leaves, tracking applicable pay and benefit changes, facilitating leave-related transitions and return-to-work updates, and partnering with HR colleagues to ensure accurate documentation and compliance with applicable policies and laws.
8. Separation Administration: 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.
9. Employee Relations Support: Assist with employee performance matter and in investigations, employee complaints, grievances, and employment-related claims by gathering documentation and maintaining confidential records, escalating decisions to authorized HR leadership.
10. Wellness and Employee Engagement: Support the planning and implementation of organizational wellness, employee engagement, recognition, and retention initiatives in partnership with HR colleagues and program leadership.
11. Training and Consultation: Develop and deliver training, job aids, standard operating procedures, and manager guidance on payroll, timekeeping, compensation processes, benefits, retirement options, and other assigned areas of expertise.
12. Cross-Training and Backup Coverage: Participate in ongoing cross-training with the other HR team members to provide reciprocal backup coverage during absences, peak periods, and operational disruptions while maintaining confidentiality, appropriate system access, segregation of duties, and required approvals.
13. Process Improvement and HR Operations: 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.
14. Other duties as assigned.

Supervision to be Exercised:

Occasional supervision of interns and volunteers. No direct supervisory responsibility. Provides functional guidance, technical support, training, and process direction to staff and leaders within assigned subject matter areas.

Supervision to be Received:

Reports to Director, Human Resources

Receives general supervision from designated Human Resources leadership. Exercises independent judgment in routine administration and escalates complex, sensitive, or high-risk matters for review and approval.