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.

Qualifications

Minimum Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Strong Personal Resilience and Mental Health:

Given the high-stress nature of the role, it is essential that candidates possess a high level of personal resilience and maintain stable mental health. This ensures that they are well-equipped to provide effective support and maintain the professional standards required for client care.

Education:

Bachelor’s degree in Human Resources, Business Administration, Accounting, Finance, or related field preferred; equivalent relevant education and experience considered.

PHR, SHRM-CP, CPP, or CEBS credential preferred.

Experience:

5+ 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 Benefit vendor relationships, retirement plans, 401(k) or financial audits, and employee separation pay. HRIS/payroll proficiency.Paycom experience strongly preferred and nonprofit/human services experience preferred.

Skills:

Excellent oral and written communication skills.  Must be able to manage multiple tasks while working effectively as a team player. Provide excellent customer service to those seeking assistance. Strong computer skills with proficiency in Microsoft Office Suite, Zoom, Teams, and other technology platforms.  Strong payroll reconciliation, Excel, detailed 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.

Abilities:

Effectively interact and work collaboratively in a flexible work environment with a variety of constituents including clients and family members or caretakers, interns, volunteers, paid staff, Chiefs, board members, and community partners. Ability to express ideas with clarity, confidence and sensitivity.Must be able to maintain confidentiality involving employees in accordance with organizational and federal guidelines. Manage recurring time-critical payroll deadlines and complex confidential data accurately. Investigate discrepancies, explain technical requirements, and exercise discretion and sound judgment. Work collaboratively across HR, Finance, program leadership, and external vendors; cross-train and cover essential peer duties.

Physicaland Emotional Demands:

The physical demands described here represent those that an employee must meet to successfully perform the essential functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. While performing this job's duties, the employee is frequently required to stand, walk, sit, use hands to finger dexterity, handle with hands and arms, climb stairs, balance, kneel, crouch, or talk and hear. The employee must be able to lift and/or move up to 35 pounds frequently. The job's specific vision abilities include close vision, distance vision, and the ability to adjust focus. Perform sustained computer-based work and review detailed electronic records and reports; communicate through meetings, telephone, and virtual platforms. Manage competing deadlines, confidential information, and potentially sensitive or emotionally challenging employee concerns with sound judgment and professionalism.

Clearance Requirements:

The employee must pass a criminal background check. Certain job functions may require employee to pass a child sexual abuse and other criminal activity as well as a credit check. All staff providing services to staff or clients, must be free of illegal drugs and abuse of alcohol, and must be fully able to always perform all required duties.

Working Conditions:

The work environment is representative of that which an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.The employee must be available to perform the duties of the job during most, but not limited to core business hours (between 9-5pm, M-F), some flexibility with schedule may be available (evening and/or weekend hours). Employees will work mostly on-site but may work some hours remotely with the approval of supervisor.

The employee is also required to travel to different locations. Therefore, the employee must have access to reliable transportation.Work primarily in a professional office environment, with on-site, hybrid, or remote arrangements subject to organizational authorization and operational needs. Use HRIS, payroll and other business systems; attend organizational meetings and occasional program-site activities. Occasional schedule flexibility or additional hours may be necessary to meet critical deadlines and operational requirements.

Ready to Join Us?

If you're excited to contribute to life-changing work, apply today and become part of a team that's transforming lives through compassion, expertise, and community connection.

Equal Employment Opportunity Statement

EveryMind is an Equal Opportunity Employer committed to fostering an inclusive and respectful workplace. We do not discriminate against applicants or employees on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, genetic information, veteran status, or any other characteristic protected by applicable federal, state, or local law. We welcome applicants from all backgrounds who are passionate about advancing mental wellness in our community.