Payroll & Benefits Specialist

JOB SUMMARY

The Payroll and Benefits Specialist is responsible for preparing, documenting, and disbursing payroll checks, payroll taxes, as well as leading employee benefits. This role involves evaluating current payroll and benefits systems, recommending improvements for operational efficiency, and ensuring proper documentation of employee benefit payments.

The specialist will also prepare reports on payroll expenditures, including tax payments and benefit plan disbursements. They will play a critical role in managing end-to-end payroll processes, benefits administration, and overseeing the compliance and accuracy of all payroll and benefits functions. Additionally, the Payroll and Benefits Specialist will collaborate with vendors to establish and maintain payroll and benefits structures, workflows, policies, and procedures.

While this job description provides an overview of the role, it may not detail every task or responsibility. All activities will be performed in support of the strategy and vision of the organization. Management reserves the right to assign or reassign duties and responsibilities at any time. All activities must comply with Equal Employment Opportunity laws, HIPAA, ERISA, and other relevant regulations.

KEY RESPONSIBILITIES:

Payroll Administration:

· Process payroll for employees in compliance with all relevant laws and regulations.

· Administer the full payroll cycle, including reviewing and processing timekeeping data, payroll changes, and tax filings.

· Ensure timely and accurate distribution of payroll via SAP, ADP, and time reporting systems.

· Conduct payroll audits pre- and post-processing to ensure accuracy and compliance.

· Maintain payroll records and documentation, supporting internal and external audits.

· Generate reports illustrating payroll expenditures, tax payments, and benefit plan disbursements.

· Work with other departments to resolve payroll discrepancies and ensure proper documentation of payments.

· Ensure adherence to SOX and audit requirements related to payroll.

Benefits Administration:

· Oversee the implementation, processing, and management of employee benefits programs.

· Serve as the point of contact for employees with questions or issues regarding their benefits (health insurance, retirement plans, leave benefits, etc.).

· Manage the open enrollment process, including communication with employees, enrollment systems, and vendors.

· Collaborate with external vendors to maintain, improve, and implement benefits plans and workflows.

· Develop and maintain benefits policies and procedures, ensuring they align with organizational goals and compliance requirements.

· Ensure accurate and timely processing of benefits payments and disbursements.

· Track and report on employee benefit usage, enrollment changes, and compliance with ERISA, HIPAA, and other regulations.

System Management & Reporting:

· Collaborate with vendors to develop and optimize payroll and benefits systems and processes.

· Perform data analysis to identify trends, discrepancies, and areas for improvement in payroll and benefits administration.

· Maintain monthly payroll and benefits metrics and reporting.

· Develop and monitor the effectiveness of internal controls to ensure data integrity and compliance.

· Support audits by working with other departments, ensuring accurate documentation and timely remediation of audit findings.

Issue Resolution & Continuous Improvement:

· Manage and resolve payroll-related issues, including troubleshooting and problem-solving discrepancies with pay, taxes, and benefits.

· Recommend and develop process improvements for payroll and benefits systems, workflows, and policies to enhance operational efficiency.

· Build and maintain strong relationships with employees, management, and vendors to ensure smooth operation and communication regarding payroll and benefits.

Additional Responsibilities:

· Stay up to date with federal, state, and local payroll and benefits regulations, ensuring that payroll and benefits practices comply with all legal requirements.

· Assist in the creation and implementation of payroll and benefits policies, ensuring consistency and clarity across the organization.

· Serve as a subject matter expert in payroll and benefits administration, providing guidance and training to other teams as needed.

EDUCATION AND EXPERIENCE:

· Bachelor's degree (4-year) in Business, Human Resources, Accounting, or a related field or equivalent education and work experience.

· Required: A minimum of 5 years of experience in payroll, benefits administration, or a related field.

· Preferred: Experience working with SAP, ADP, or similar payroll/benefits systems.

· Certifications: No specific certifications required, but relevant certifications are a plus.

JOB REQUIREMENTS:

· Technical Skills: Strong understanding of payroll systems and benefits administration software.

· Skills & Competencies: Attention to detail, data analysis, problem-solving, reporting, relationship management, and issues management.

· Knowledge: Familiarity with relevant regulations (ERISA, HIPAA, SOX, and other compliance laws) and industry best practices.

· Communication: Strong written and verbal communication skills, with the ability to collaborate effectively across teams and with external vendors.

While this job description aims to provide a comprehensive overview of the role, it may not detail every task or responsibility required.