Payroll and Benefits Specialist

SCOPE:

The Payroll & Benefits Specialist reporting to the Director of Human Resources, is responsible for supporting and executing the day-to-day operations of payroll, benefits administration, and HRIS processing. This includes ensuring accurate and timely bi-weekly multi-state payroll, maintaining benefit enrollments and records, and adhering to all applicable federal, state, and local laws, as well as internal policies and procedures. The specialist will assist in the implementation and monitoring of internal audit controls to ensure wages, taxes, and benefits data integrity. This role requires consistent communication and collaboration with the HR Director, including providing weekly status updates on key activities, upcoming deadlines, and any issues requiring attention or escalation.

Payroll Responsibilities:

• Assist in processing multi-state, bi-weekly payroll for hourly and salaried employees, including voluntary and involuntary deductions (e.g., garnishments, levies).
• Ensure timely and accurate payroll transactions, including off-cycle items such as bonuses, commissions, and manual checks.
• Reconcile payroll data, prepare payroll-related journal entries, and maintain alignment with accounting systems.
• Conduct audits and ensure compliance with federal, state, and local wage and hour laws.
• Review and approve timecards, address discrepancies in PTO and overtime, and oversee payroll accrual rollovers and resets.
• Respond to employee and manager inquiries related to timekeeping, pay, tax withholdings, and payroll policies.
• Generate reports and summaries for payroll allocations, billing, and upper management reporting
• Other Payroll tasks and duties as needed.

Benefits Responsibilities:

• Administer employee benefits programs, including medical, dental, vision, life insurance, disability, FMLA, ADA, and other leave programs.
• Ensure accurate benefit enrollment, changes, and terminations in the HRIS and with third-party vendors.
• Manage 401(k) administration, including deferrals, loan setup, audits, and compliance testing.
• Support and help execute annual Open Enrollment processes and related employee communications and education.
• Respond to employee questions regarding benefit plans, eligibility, life events, and claims.
• Monitor and process ACA compliance requirements and support non-discrimination testing.
• Maintain accurate benefit records and ensure timely benefit actions related to employee status changes.
• Coordinate benefit terminations for employee separations or leaves of absence.
• Other benefit tasks and duties as needed.

Administrative & Compliance Support:

• Maintain accurate and complete electronic personnel files, including payroll and benefits documentation.
• Generate required HRIS-based reports such as ACA, EEO-1, VETS-100, census files, and other ad hoc or audit reports.
• Ensure data integrity by running queries, analyzing trends, and reconciling i