Payroll and Benefits Specialist

JOB SUMMARY: The Payroll & Benefits Specialist is responsible for the accurate preparation, documentation, and reconciliation of company payroll and benefits. Ensures operational excellence across Human Resources processes, vendor management, and special projects for the Head of Human Resources, Legal, or Executive Leadership Team.

ESSENTIAL DUTIES:

Payroll Administration

• Process bi-weekly payroll in accordance with federal and state wage and hour laws.
• Prepares required tax filings and other reporting; resolve wage and tax variances; quarter and year-end tax reporting; issue employee W-2/W-2C’s and vendor 1099s.
• Responds to employees and resolves any inquiries regarding paychecks or payroll reporting; ensures payroll issues are escalated and resolved promptly; provides customer service to our team members with questions pertaining to payroll, tax setup, garnishments, etc.; perform payroll account reconciliations.
• Process all wage garnishments according to federal and state regulations.
• Maintain payroll, HCMS and timekeeping software systems (Paycom); identify system and training needs.
• Remain current on new legislation and regulatory rulings impacting payroll; enforce adherence to requirements.
• Manage HR-Paycom relationship and related vendors; review contracts for SLAs and propose and lead RFI/RFPs as needed.
• Understand and comply with all related audits: ISO9001, HACCP and GMP requirements and processes.
• Verify employee timekeeping records, e.g., overtime, vacation, sick leave, other paid time off.
• Develop wage or time reports for management when needed.
• Assists with special projects within the payroll and other HR areas.

Benefits Administration

• Ensures compliance of benefits programs, using knowledge of benefits legislation (COBRA, FMLA, HIPAA, PPACA, ADA, other) by staying up to date on rules and regulations impacting benefits programs.

• Owns and administers all benefits plans, programs: processing and resolution, including, but not limited to, enrollments, terminations, claims processing of including medical, dental, vision, life, 401(k) retirement plan, flexible spending accounts, health savings accounts, wellness program, EAP, COBRA, FMLA, Disability throughout the year and for plan renewals and Open Enrollment. Coordinate the annual company health fair.
• Gather employee data and oversee the processing of monthly benefit and workers’ compensation billings and prepare vouchers for timely payment.

• Maintain employee benefits filing systems and ensure benefits changes are entered appropriately in payroll system for payroll deduction.
• Benefits reporting/audits: ACA Administration to include running monthly ACA reports to identify new hires, temporary/seasonal employees and variable hour employees working over 30 hours; responsible for the preparation, distribution, and filing of 1095 forms in compliance with the Affordable Care Act (ACA) requirements.
• Conduct in-person benefits orientations, and explain benefits found in the company’s self-enrollment system for new hires and annual Open Enrollment information session presentations.
• Provides customer service to our team members and their families with questions pertaining to health, dental/vison, voluntary benefits and wellness program requirements; informs employees of their benefit options and claim issues.

• Serve as a primary contact for plan vendors and third-party administrators; verify the calculation of the monthly premium statements for all group insurance policies and maintain statistical data relative to premiums, claims and costs; resolve administrative problems with the carrier representatives.

HR Operations & Compliance

• Drive process improvements to optimize HR operations efficiency and employee experience.
• Ensure proper HR documentation, compliance, and best practices across respective areas.
• Support all HR Compliance reporting requirements.
• Assist with various internal and external audits.

REQUIRED SKILLS/ABILITIES:

• Possesses and maintains up-to-date knowledge of city, state, provincial, local, and federal legislation affecting payroll;
• Strong expertise in HRIS and administration of, working knowledge of payroll.
• Several years of HR experience preferably within a matrix environment, working closely with senior leaders.
• Experience in identifying and analyzing HR and business data to recommend HR initiatives that will drive business objectives; ability to work under pressure, multi-task and coordinate, with multiple deadlines and stakeholders.
• Team player who is cooperative with sharing of information/knowledge and upholding a healthy internal culture.
• Exceptional listening, verbal, and written communication skills, with the ability to effectively communicate at all levels including presentation and training skills; extensive experience counseling executives, managers, and employees in sensitive situations.
• Excellent interpersonal, negotiation, and conflict resolution skills.
• Superb organizational skills and attention to detail.
• Outstanding time management skills with a proven ability to meet deadlines.
• Strong analytical and problem-solving skills.
• Customer service mindset; good judgment and high emotional intelligence.
• Ability to act with empathy, integrity, professionalism, and confidentiality.
• Strong proficiency with Microsoft Office Suite or related software to build presentations and training; experience working with Payroll/HRIS systems (e.g., Paycom), and employee “Ask HR” systems (e.g., Paycom Ask Here, Zendesk)

EDUCATION AND EXPERIENCE:

• 3+ plus years of payroll and benefits administration experience for CA and multi-state/non-CA preferred.
• Degree preferred (or equivalent job experience): Bachelor’s degree in Finance, Accounting, HR, Business Administration, or related.
• HR Certifications preferred: Payroll, Benefits, PHR, SPHR, SHRM-CP, SHRM-SCP, Cornell HR
• Additional experience with Benefits Administration and/or Compensation modeling preferred

PHYSICAL REQUIREMENTS & WORK ENVIRONMENT:

• Regularly works in an office setting 5-days per week unless traveling
• Regularly required to use hands to finger, handle, or feel; reach with hands/arms; talk or hear. 
• Employee frequently is required to walk and sit. 
• Employee is occasionally required to stand and stoop, kneel, crouch, or crawl. 
• Employee must regularly lift and/or move up to 25 pounds as needed. 
• Exposed to moving mechanical parts and outside weather conditions
• Noise level in the work environment is usually moderate

• Must wear personal protective equipment in required areas (Side shield safety glasses, safety vest, head/ear protection, and proper footwear when in production facility and warehouse or while touring outdoor locations).