Payroll & Benefits Specialist

Responsibilities:

Payroll Administration

• Own end-to-end payroll processing for US employees (and contractors, as applicable) on a bi-weekly or semi-monthly cycle

• Ensure payroll accuracy including salary changes, bonuses, garnishments, tax withholding, and retroactive adjustments

• Partner with Finance to reconcile payroll data and maintain clean records for audits and reporting

• Stay current on federal, state, and local payroll tax requirements; flag compliance risks proactively

• Serve as the primary point of contact for employee payroll questions and resolve discrepancies quickly

• Support year-end processing including W-2s, ACA reporting, and any required tax filings

• Manage and fulfill employment and income verification requests in a timely and accurate manner.

• Serve as a point of contact for employees regarding pay discrepancies, tax questions, benefit inquires.

Equity Administration

• Administer the company's equity program (stock options, RSUs, or similar) in partnership with Finance

• Manage the cap table platform (e.g., Carta, Pulley) — process grants, exercises, cancellations, and terminations accurately and on schedule

• Communicate equity details to employees clearly: grant notices, vesting schedules, exercise windows, and tax implications in plain language

• Coordinate with Legal on 409A valuations, board approvals, and equity plan compliance

• Maintain audit-ready equity records and ensure data integrity across systems

Leave Administration

• Administer all leave programs including FMLA, state-specific leaves, parental leave, medical leave, and any company-specific policies

• Serve as the primary contact for employees navigating leave — provide clear, empathetic guidance on eligibility, process, and pay continuity

• Partner with managers and HR Business Partners to coordinate leave logistics, coverage planning, and return-to-work transitions

• Track leave usage and maintain accurate records in the HRIS

• Monitor regulatory changes across leave laws in states where we have employees; update policies and processes accordingly

Benefits Administration & Compliance

• Own day-to-day benefits administration including medical, dental, vision, 401(k), FSA/HSA, life insurance, and ancillary programs

• Manage open enrollment end-to-end: system configuration, employee communications, carrier coordination, and deadline tracking

• Process qualifying life events promptly and ensure employees understand their options

• Serve as the primary point of contact for employee benefits questions and escalate carrier issues on their behalf

• Reconcile monthly benefits invoices and resolve billing discrepancies with carriers

• Support benefits benchmarking and renewal analysis in partnership with the broker and HR leadership

• Manage annual 401(k) compliance testing and coordinate with plan auditors to ensure timely filings and accuracy.

Unemployment Claims and State Taxes

• Manage unemployment insurance claims, including coordinating with state agencies and responding to claims inquiries.

• Oversee state and local tax compliance, including monitoring registration requirements, handling tax notices, and ensuring accurate tax withholding.

Other Support

• Assist the Director of HR in maintaining pay bands and compensation structures, including updating salary ranges, maintaining compensation spreadsheets, and ensuring data accuracy across the HRIS platform

• Pull and organize compensation data to assist in periodic pay reviews and market benchmarking analyses

Qualifications:

Required

3–5 years of experience in payroll, benefits, or HR operations — ideally with exposure to at least two of the four functional areas above

Hands-on experience with payroll software 

Working knowledge of federal and multi-state payroll tax law and leave regulations (FMLA, state PFL, etc.)

Strong proficiency in Microsoft Excel, with experience analyzing datasets

Experience administering benefits programs including open enrollment coordination

Strong attention to detail — payroll and equity errors have real consequences for real people

Ability to handle sensitive employee data with discretion and professionalism

Clear, empathetic communicator — employees should feel informed and supported, not confused

Nice to Have

Experience with equity administration platforms (Carta, Pulley, or similar)

Exposure to equity plan mechanics: option types, vesting schedules, 409A, and related tax concepts

Experience in a high-growth startup or scale-up environment where programs are built, not just maintained

HR certification (PHR, SHRM-CP, CPP, or similar)

Familiarity with HRIS platforms (Rippling, Deel, Workday, BambooHR, or similar)