Job Description

The HR Intern - Benefits & Payroll Support assists the Human Resources team with administrative and analytical support related to employee benefits and payroll processes. The intern will gain hands-on experience in HR operations, customer service, compliance documentation, and data integrity best practices while working under close supervision. This role is well-suited for a student interested in Human Resources, business administration, public administration, accounting, or a related field.

Learning Objectives

By the end of the internship, the intern should be able to:

• Explain core benefits concepts (eligibility, enrollment, qualifying life events, open enrollment timelines).
• Describe payroll fundamentals (pay cycles, deductions, timekeeping basics, audit controls).
• Demonstrate accurate data entry and file management practices within HR confidentiality standards.
• Produce basic reports/reconciliations using Excel and standard templates.
• Provide professional customer service and draft clear employee-facing communications (with review).

Key Responsibilities (Under Supervision)

Benefits Support

• Assist with organizing benefits enrollment materials and maintaining current forms, guides, and employee FAQs.
• Support onboarding and enrollment preparation by assembling packets, checklists, and communications templates.
• Update benefits tracking logs (new hires, life events, open enrollment status) using established HR templates.
• Assist with carrier eligibility file checks by comparing HRIS outputs to tracking logs (as assigned).
• Help coordinate benefits meetings and events (open enrollment sessions, vendor appointments, informational fairs).

Payroll Support (Administrative/Analytical)

• Assist with maintaining payroll/benefits deduction tracking sheets and audit checklists.
• Support payroll cycle preparation by compiling approved forms (e.g., direct deposit changes, deductions support) for HR review.
• Assist with timekeeping and payroll communications (draft reminders, quick guides) for supervisor approval.
• Support basic reconciliations (e.g., comparing payroll deduction totals to benefit elections) using provided templates.

HR Records and Data Management

• File and organize HR documents in accordance with retention rules and internal naming conventions.
• Assist with data cleanup projects (duplicate records, missing fields, document verification) with supervision.
• Generate basic reports and dashboards (counts, completion status, trend snapshots) using Excel.

Customer Service and Communication

• Provide first-level assistance by directing employees to appropriate resources (benefits guides, forms, contact channels).
• Draft responses to routine questions for HR staff review before sending.
• Maintain a professional, service-oriented approach and elevate sensitive or complex issues immediately.

Confidentiality and Compliance Expectations

• Must protect confidential employee information at all times and follow all City privacy, security, and acceptable-use requirements.
• The intern will not make independent determinations on benefits eligibility, interpret plan provisions, approve payroll actions, or handle protected medical documentation without direct supervision.
• All employee-facing communications and reconciliations are subject to HR review prior to final use.

Required Qualifications

• Current enrollment in an accredited college/university program in Human Resources, Business Administration, Public Administration, Accounting/Finance, or related field (or recent graduate per program guidelines).
• Strong attention to detail and ability to work with spreadsheets and data.
• Professional written and verbal communication skills.
• Ability to maintain confidentiality and exercise sound judgment.
• Basic proficiency in Microsoft Office (Excel, Word, Outlook, Teams).

Preferred Qualifications

• Coursework or experience in HR, payroll, accounting, or benefits administration.
• Experience with Excel functions (filters, pivot tables, VLOOKUP/XLOOKUP) and basic reporting.
• Interest in public sector HR and municipal operations.

Work Environment and Physical Requirements

• Office/remote hybrid (if permitted) with significant computer use.
• Ability to sit/stand for extended periods and lift up to 25 pounds occasionally (files/materials).

Example Internship Projects (Pick 1-3)

• Build a Benefits & Payroll Internship Tracker (enrollments, deductions, deadlines) and create a quick-reference guide.
• Create an Open Enrollment Communications Kit (draft emails, flyers, timelines, FAQs) for HR review.
• Develop a Benefits Invoice Reconciliation Checklist and support one month's reconciliation under supervision.
• Create a Payroll Deductions Audit Template and pilot it for one pay period with HR staff oversight.

Success Measures

• Accurate and timely completion of assigned tasks.
• Demonstrated professionalism and confidentiality.
• Improved organization and usability of HR materials (clean files, updated guides, consistent trackers).
• Quality of reporting outputs (error-free, clear, and repeatable templates).