Payroll and Benefits Specialist

We are seeking a detail-oriented Payroll and Benefits Specialist with 3 to 5 years of experience to support payroll processing, benefits administration, and compliance for our growing team. The ideal candidate will have expertise in multi-state payroll, HRIS systems, and benefits coordination. This role ensures timely and accurate payroll execution while maintaining compliance with federal, state, and local regulations.

Key Responsibilities

1. Payroll Processing & Compliance

• Process bi-weekly and semi-monthly payrolls for U.S. employees, ensuring accuracy and compliance with wage laws
• Maintain up-to-date knowledge of federal, state, and local payroll regulations, including tax filings, wage garnishments, and overtime rules
• Manage payroll-related year-end reporting, including W-2s and ACA compliance
• Ensure payroll deductions and withholdings (e.g., benefits, 401(k), FSA, garnishments) are accurate
• Assist with payroll system updates, tax agency registrations, and compliance audits

2. Employee Benefits Administration

• Work closely with HR to administer employee benefits programs, including health insurance, dental, vision, life insurance, disability, flexible spending accounts (FSA), and wellness programs
• Process benefits enrollment, new hires, terminations, and qualifying life event changes, ensuring timely updates in payroll systems
• Track and coordinate leave-of-absence (LOA) and FMLA pay calculations and deductions
• Assist employees with 401(k) contributions, employer matching, and loan repayments
• Reconcile monthly benefits invoices and ensure accurate employer and employee contributions
• Act as the primary point of contact for employee benefits inquiries, ensuring a high level of customer service

3. Payroll System Management & Reconciliation

• Maintain payroll records and data integrity in HR/payroll systems (ADP Preferred)
• Prepare journal entries and monthly account reconciliations related to payroll transactions
• Process prior period adjustments and resolve discrepancies in payroll calculations

4. Accounts Payable & Vendor Management

• Process vendor invoices, expense reimbursements, and corporate credit card transactions in a timely and accurate manner
• Ensure proper invoice coding, approvals, and compliance with financial policies
• Maintain accounts payable records, reconcile vendor statements, and follow up on outstanding invoices
• Assist with annual 1099 reporting and tax compliance for independent contractors

5. Employee Support & Issue Resolution

• Act as the primary contact for payroll and benefits-related inquiries
• Research and resolve payroll discrepancies, wage disputes, and benefits issues
• Provide guidance to employees on payroll taxes, benefit deductions, and retirement contributions

6. Audit, Reporting, & Process Improvement

• Support internal and external payroll and benefits audits, ensuring timely and accurate documentation
• Generate and analyze payroll and benefits reports for management and compliance reviews
• Identify opportunities to streamline payroll, benefits, and accounts payable processes for greater efficiency
• Ensure adherence to internal controls, payroll compliance policies, and financial best practices

Qualifications & Requirements

✅3-5 years of payroll and benefits experience, preferably in a multi-state or international setting

✅ Proficiency in payroll software (ADP, Workday, Paycom, or similar) and HRIS Systems

✅ Strong knowledge of U.S. payroll laws, tax regulations, and compliance

✅ Experience handling 401(k) funding, benefits deductions, and LOA/FMLA payroll adjustments

✅ Exceptional attention to detail and ability to manage multiple payroll cycles

✅ Strong analytical and problem-solving skills with a customer-service mindset

✅ Proficiency in Microsoft Excel and payroll reporting tools

✅ Bachelor’s degree in Accounting, HR, Finance, or related field (preferred)