Benefits and Payroll Systems Manager

Summary

The Benefits and Payroll Systems Manager is responsible for managing payroll processing, benefits administration, self-insured medical plans, 401(k) programs, unemployment claims, and leave of absence (LOA) policies. This role leverages Paylocity as the HRIS system to ensure compliance, optimize workflows, and enhance efficiency. The Manager will act as the primary liaison for employees, vendors, and brokers while supervising an administrative assistant supporting payroll operations.

Responsibilities

• Process and ensure accurate, timely multi-state payrolls for over 400 salaried and hourly employees on a semi-monthly basis, including off-cycle payrolls when required.
• Accurately enter and validate payroll transactions, including deductions and allowances, ensuring compliance with federal, state, and local payroll regulations.
• Manage federal and state tax accounts, including setting up new states, handling timely quarterly and annual reconciliations, and issuing W-2 and W-2C forms.
• Maintain and enforce internal payroll controls, documenting and applying procedures, policies, and rules to all payroll activities.
• Conduct and assist with payroll-related audits, including monthly, quarterly, and annual audits, as well as Workers’ Compensation and 401(k) audits.
• Collaborate regularly with the People Operations and Finance teams to ensure smooth payroll operations.
• Resolve payroll-related inquiries and discrepancies promptly, generating reports to review and ensure accuracy and completeness.
• Manage self-insured medical plans, health, dental, vision, and supplemental insurance programs, including open enrollment and life event changes.
• Ensure compliance with ACA, COBRA, ERISA, and other benefits regulations, serving as the primary contact for employee benefits inquiries and escalations.
• Oversee the company’s 401(k) plan administration, including audits, compliance testing, Form 5500 filings, and assisting employees with enrollment and contributions.
• Handle unemployment claims, including responding to requests, managing appeals and hearings, and tracking trends to minimize liability.
• Administer FMLA, ADA, workers’ compensation, and other leave programs, ensuring compliance, accurate tracking, and guidance for employees.
• Prepare and manage documentation for payroll, benefits, 401(k), and unemployment audits, generating reports on payroll metrics, benefits costs, leave utilization, and unemployment trends.
• Process year-end payroll activities, including accurate W-2 preparation and reporting.
• Leverage Paylocity to streamline payroll, benefits, and LOA processes, ensuring system accuracy, optimization, and timely updates.
• Develop and maintain compliant company policies, identifying opportunities for efficiency and employee satisfaction improvements.
• Collaborate with external vendors, brokers, and administrators to address issues and improve service delivery.
• Assist with special projects and perform other duties as required.

Experience

• Bachelor’s degree in Human Resources, Business Administration, or a related field (or equivalent experience).
• Minimum of 5 years of experience in payroll and benefits administration, with expertise in self-insured medical plans, unemployment claims, and LOA programs.
• Strong understanding of federal, state, and local regulations related to payroll, benefits, and employment laws.
• Proficiency in Paylocity HRIS system is required.
• Exceptional organizational, analytical, and problem-solving skills with a focus on accuracy.
• Excellent communication and interpersonal skills, with the ability to handle sensitive information with confidentiality.
• Supervisory experience is preferred.