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).
Benefits Support Key Responsibilities (Under Supervision)- 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).
Job Tags
Work at office, Immediate start, Remote work,