Administration - Total Rewards Specialist

Job Title: Total Rewards Specialist Department: People & Culture

Reports To: Manager of People & Culture Implementation: Administration

FLSA Status: Full-Time, Exempt Work Setting: Hybrid

Position Summary:

The Total Rewards Specialist supports the Institute for Community Alliances’ (ICA) compensation, benefits, and recognition programs to attract, retain, and engage employees. This role ensures compliance with relevant regulations, fosters employee satisfaction, and maintains the integrity and confidentiality of compensation and benefits data. This role requires strong attention to detail, a proactive approach to problem-solving, and a commitment to delivering excellent employee support.

Key Responsibilities:

Compensation

• Assist in the administration and benchmarking of compensation structures, including salary surveys and market analysis.

• Ensure pay practices align with organizational policies and industry standards.

• Process bi-weekly payroll for all employees (including finalizing employee timesheets, calculating gross/net pay, inputting voluntary and regulatory employee deductions, ensuring distribution of employee paystubs, creating new hire profiles in payroll system, processing employee terminations in payroll system, and completing all necessary documentation) ensuring accuracy, timeliness, and compliance with applicable laws and regulations.

• Maintain payroll systems and records, including deductions, garnishments, and adjustments.

• Resolve payroll-related inquiries from employees and provide guidance as needed.

• Ensure compliance with federal, state, and local compensation regulations.

Benefits

• Support the enrollment, renewal, and communication of employee benefits programs.

• Assist employees with benefit inquiries and coordinate with external providers as necessary.

• Support employee paid leave programs, including tracking leave balances and ensuring compliance with organizational policies and applicable laws.

• Act as the primary point of contact for employee inquiries related to leave policies and usage.

• Partner with the Manager of People & Culture to evaluate and enhance leave programs as needed.

• Maintain compliance with applicable benefits laws.

Recognition and Engagement

• Support employee recognition programs, including awards, anniversaries, and other appreciation initiatives.

• Assist with surveys and feedback mechanisms to assess employee satisfaction with total rewards offerings.

• Research and recommend enhancements to recognition and rewards strategies.

Data Management and Reporting

• Maintain accurate records and data in People & Culture systems.

• Prepare and submit required People & Culture compliance reports, including ACA, EEO, and other applicable filings.

• Monitor market trends to ensure the organization remains competitive.

Collaboration and Compliance

• Partner with People & Culture team members to align total rewards with broader initiatives.

• Support communication tools and efforts to educate employees about total rewards programs.

• Ensure compliance with all applicable laws, policies, and internal processes.

Qualifications:

Education and Qualifications:

• Associate’s degree in human resources, business administration, or related field; however, ICA values practical and/or lived experience and recognizes that it can often provide the skills and knowledge needed for this role. Therefore, equivalent professional and/or life experience(s) is always considered in lieu of formal education.

• One to three years of experience in compensation, benefits, or related HR functions.

• Experience with payroll and/or benefits administration platforms preferred.

Background and Knowledge:

• Knowledge of compensation and benefits regulations and best practices.

• Proficiency in Microsoft Office Suite.

Professional Skills:

• Ability to manage multiple tasks, maintain accurate records, and meet deadlines.

• Strong written and verbal communication for interacting with employees and external stakeholders.

• Provides professional, friendly, and responsive support to employees and managers.

• Maintains discretion when handling sensitive employee information.

• Excellent communication and interpersonal skills to work effectively with diverse teams.

• Ensures accuracy in documentation, data entry, and compliance reporting.

Physical Requirements:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to successfully perform the essential functions.

• Standing – Approximately less than 1/3 of on-the-job time

• Walking – Approximately less than 1/3 of on-the-job time

• Sitting – Approximately greater than 2/3 of on-the-job time

• Reaching with hands and arms – Approximately between 1/3 and 2/3 of on-the-job time

• Stooping, kneeling, crouching, or crawling – Approximately less than 1/3 of on-the-job time

• Talking or hearing – Approximately greater than 2/3 of on-the-job time

• Weight lifted/force exerted – An average of approximately up to 10 pounds, non- continuously

• Physical requirements listed are primarily applied to ability to lift and move paper supply, files, etc.

• Vision – Close vision (clear vision at 20 inches or less)

• Driving – Approximately less than 1/3 of on-the-job time

Other Requirements:

• A valid driver’s license and proof of current automobile insurance.

Travel and Work Schedule:

• This position is a hybrid role, requiring three days of in-office work at ICA’s office in Des Moines, with the option to perform the remainder remotely.

• Occasional travel to participate in or support industry conferences or ICA-sponsored events.

• Schedule may fluctuate based on workload.

The Institute for Community Alliances provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.