Payroll and Benefits Administrator (Hybrid Schedule)

Description Summary: The Payroll and Benefits Administrator is responsible for full cycle payroll and benefits administration as well as other related areas of HR administration.  

 Essential Duties:

The duties listed below are the essential functions of this position, and they may change as the needs of the company demand. All associates are expected to do what is necessary to get the work done and to cooperate fully with their supervisor’s requests for additional or altered duties.

 Payroll Administration:

• Administer bi-weekly, multi-state payroll for 200+ employees using the designated payroll system, ensuring timely and accurate processing.
• Collect, analyze, prepare, and input payroll data, including adjustments and special pay situations.
• Maintain compliance with all applicable federal and state wage and hour laws.
• Establish and manage state tax accounts as needed, addressing and resolving any related tax notices.
• Prepare payroll-related reports (bi-weekly, monthly, quarterly, and year-end), including gross wages, hours worked, vacation accruals, reviews due, and payroll deductions (taxes, benefits, etc.).
• Manage special payroll runs and bonus payments, including calculations and executive review prior to processing.
• Support Corporate Finance with account reconciliations and general ledger entries related to payroll and benefits.

Benefits Administration:

• Enter and verify benefit enrollment data for new hires, terminations, and life events across all benefits platforms.
• Maintain employee benefit records, ensuring accurate reflection of changes due to promotions, terminations, or other employment status updates.
• Conduct new hire benefits orientations and assist with onboarding tasks related to payroll and benefits.
• Coordinate with vendors and internal stakeholders to support the annual open enrollment process.
• Prepare and submit reports for benefits renewals and vendor analysis.
• Serve as liaison with payroll and benefits vendors to address and resolve issues efficiently.
• Reconcile monthly benefits invoices and complete self-billing responsibilities ahead of payment processing by Accounts Payable.

Compliance & Reporting:

• Support the completion of year-end payroll and benefits audits, including but not limited to: 401(k) audit, Form 5500 (Health), SOC audit, and Workers’ Compensation audit.
• Track employee terminations and maintain accurate turnover data, including sending termination notifications and compiling monthly turnover reports.
• Ensure timely and compliant COBRA notifications by coordinating with the designated plan administrator.
• Assist with compliance-related inquiries and documentation related to payroll, benefits, and employment policies.

Employee Support & Communication:

• Respond to employee inquiries regarding payroll, benefits, deductions, and employment changes in a professional and helpful manner.
• Promote understanding of payroll and benefit processes through clear communication with staff and managers.
• Serve as a trusted resource for employees regarding compensation and benefits policies.

 Education/Training/Experience:

• 3-5 years of payroll and benefits administration experience highly preferred.
• Bachelor‘s Degree in Business with a focus on Accounting or HR strongly preferred, or possibly an equivalent combination of education and related experience.
• FPP or CPP Payroll certification, preferred.
• Must have strong math skills, high detail orientation, excellent accuracy and ability to research and reconcile numerical issues related to payroll.
• Prior experience using HRIS and report writing is report writer, preferred.
• This position requires the ability to work in an office setting, sitting at a computer workstation, with the ability to work the majority of the day using the computer, telephone and basic office equipment.
• Demonstrated ability to handle highly sensitive information with integrity, professionalism, and absolute discretion.
• This position requires excellent interpersonal skills with the ability to communicate articulately using professionally written and spoken English.
• Must have knowledge of a variety of computer software applications in word processing, spreadsheets, database and presentation software (MSWord, Excel, PowerPoint).
• Experience handling the complete payroll function.
• Must be able to build and maintain positive business relationships with co-workers and other business contacts.

Physical Requirements:

• Ability to sit and/or stand for extended periods.
• Ability to perform work on a computer for extended periods.
• Ability to work in the office regularly, or pivot to working at home should emergency situations arise.
• Ability to travel in representing the company’s interests required.
• Ability to attend work per assigned schedule and attend meetings with excellent attendance and punctuality.
• Able to present training in a business setting.
• Ability to bend and lift up to 25 lbs.