Human Resources Benefits Coordinator

Thompson Hine LLP, an AmLaw 200 firm consistently recognized for our Innovation, Inclusion, and collaborative culture, is seeking a HR Benefits Coordinator to join our team in our downtown Cleveland, OH office. This role offers the opportunity to play a key part in supporting our people by delivering high-quality service in benefits administration and payroll, while also contributing to broader HR initiatives.

The ideal candidate will bring strong attention to detail, excellent communication skills, and a passion for ensuring a positive employee experience across the firm.

ESSENTIAL JOB FUNCTIONS AND RESPONSIBILITIES

• (CREATE NEW ESP’S FOR FIRMWIDE DEPARTMENTS) Originate ESP forms for all employment status changes concerning firmwide and legal support for new hires and departures. Monitor in-process workflow ESP’s and follow up with task owners as needed. Provide ad-hoc training for managers and HR staff on workflow system and ESP creation as needed. Update training materials and user manuals as needed and respond to questions / needs from ESP task recipients. Team with the Senior Human Resources Manager, Human Resources Generalist, and the IS department in the construction, testing, and maintenance of ESP workflows.
• (NQ RETIREMENT PLAN ADMINISTRATION) Administer the Firm’s Non-Qualified Retirement Plan. Create Retiree illustrations, monthly payments spreadsheet, and create annual budgets.
• (BENEFITS BILLING) Prepare, audit, and submit monthly medical, dental, W-2 reporting, life insurance and other benefit billing in a timely fashion.
• (NEW HIRE PREVENTATIVE PROCESS ADMINISTRATION AND PREVENTATIVE PROCESS ADMINISTRATION) Throughout the year, track the completion of preventive exams for new hires within 90 days from benefit effective date. Also, track the completion of preventive exams for medical plan enrollees throughout the year for Firm personnel, as well as spouses and dependents age 18 or older.
• (FSA / QTB BANKING) Complete daily reconciliations of the Flexible Spending Accounts (FSA) and Qualified Transportation Benefits (QTB) by comparing data between the bank and PlanSource.
• (AUDIT FSA) Complete reconciliations twice a year of the Flexible Spending Accounts (FSA) and Health Savings Account (HSA) balances in UKG and PlanSource.
• (NON-DISCRIMINATION TESTING DATA PULL) Compile benefit data for annual non-discrimination testing for the medical plan by pulling information from UKG and PlanSource organizing it the testing format for PlanSource to test.
• (DOWNLOAD PAYROLL BENEFIT FILE) Download and process regularly scheduled inbound payroll files.
• (DATA CONFIRMATION ADMINISTRATION) Responsible for the semi-annual data confirmation process and answering questions related to UKG employee self-service.
• (OHIO TAX PERCENTAGE ADMINISTRATION) For employees in Ohio, coordinate the semi-annual process for employees to update their remote work versus in office percentages so that the correct local taxes are taken from their paychecks. Validate changes of address with Ohio finder to ensure remote work locations are accurate in UKG.
• (CONTRACTOR QUARTERLY ADMINISTRATION) On a quarterly basis complete an audit of Firmwide temp employees and contractors by communicating with managers to identify their status.
• (PAYROLL AUDITS AND ASSISTING WITH TAX AUDITORS) Regarding Payroll and Tax audits, assist in the retrieval of files for auditors as directed.
• (LOA DISCREPANCIES) Conduct monthly leave of absence reconciliation to ensure time entries are accurate in the HRIS.
• (PAYROLL BACKUP) Payroll Back-Up Duties, which include the following :
• Compiles HR & Payroll data such as personal charges, changes from ESP’s, transfers, overtime etc., reimbursements, taxes, garnishments, levies, general ledger entries and account reconciliation.
• Records changes affecting net wages such as exemptions and loan payments for each employee to update master payroll records.
• Creates general ledger reconciles for each pay group pay date and submits to Finance.
• Responsible for the organization of all Payroll related files, and backup filing of the same.
• Reviews Timecards on a pay period basis for accuracy, weekly hours, and any exceptions in accordance with relevant HR / Pay policies for specific localities. In addition to working with Supervisors and employees on known issues / anomalies, a summary report will be provided each period to management, and the LOA Administration reconcilement of hours for each period.
• Responsible for payroll-related inquiries. This includes all levels of staff, partners, and management.
• Reviews / audits wages computed identifying errors to be corrected for payroll accuracy before transmission.
• Prepares periodic reports of earnings, taxes, and deductions.
• Communicate errors, issues and unique situations to team and management.
• Responsible for Charity & Retirement remittances (from payroll deductions).
• Reconciliation of Payroll GL Accounts with Senior HRIS Manager.
• Completing internal and external reporting to ensure compliance and regulatory requirements are met.
• Completing quarter-end and year-end balancing, year-end documents, and annual filings.
• Payroll Subject Matter Expert for all related US payroll taxes which includes the registration of new state, local, unemployment withholding taxes, and any reciprocity where applicable.
• Investigates and resolves tax notices, penalties, amendments, and questionnaire requests.
• Completes data entry to all HR / Payroll records and works with HR on any missing documentation as it relates to hires / rehires.
• Assist with 1099-R administration, ensuring the documents are accurate, and distributing them in a timely manner.
• Support new procedures / projects and improvements due to business changes, operational requirements, strategic initiatives, payroll efficiencies and legal requirements (compliance).
• (BENEFITS BACKUP) Back-up the Benefits Administrator on benefits related tasks.
• Other duties and projects as assigned.

QUALIFICATIONS

Education, Training and / or Experience :

Knowledge, Skills, and Abilities

Thompson Hine LLP is an Equal Opportunity Employer that offers competitive wages, and a robust benefits package. Benefit offerings include, but are not limited to, medical, dental, and vision insurance as well as Paid Time Off (PTO).

Thompson Hine EEO Policy