HR Payroll and Benefits Specialist

Human Resources Regular Full-Time Elgin, IL, US

HR Payroll & Benefits Specialist

Department: Human Resources
Reports To: Vice President, Human Resources
FLSA Status: Non-Exempt

Full Salary Range:$23.05 - $34.58

Hiring Salary Range: $23.05 – 28.81
Employment Status: Full-Time, Hourly
Location: Elgin, Illinois – Hybrid Available

Position Summary

The HR Payroll & Benefits Specialist is a hands-on, detail-oriented position responsible for supporting the accurate and timely processing of payroll, benefits administration, HRIS transactions, employee records, and recurring Human Resources activities.

This position works closely with the Vice President of Human Resources and HR Operations Partner and serves as an important operational resource within the HR team. The role is primarily responsible for processing, reconciliation, administration, recordkeeping, and employee support while following established procedures and internal controls.

Benefits strategy, plan design, vendor decisions, renewals, and overall program oversight remain under the direction of the Vice President of Human Resources.

Payroll Administration

• Prepare and process biweekly payroll accurately and within established deadlines.
• Review timecards, payroll changes, earnings, deductions, reimbursements, bonuses, garnishments, and other payroll inputs.
• Audit payroll prior to submission and research and resolve discrepancies.
• Process employee compensation and payroll changes within ADP.
• Maintain payroll records, worksheets, calendars, supporting documentation, and audit trails.
• Complete payroll reconciliations and work with Finance to research and resolve discrepancies.
• Process off-cycle and special payments as needed.
• Administer recurring payroll activities, including 401(k) contribution changes, garnishments, levies, and applicable employee reimbursements.
• Assist with year-end payroll activities, W-2 preparation, payroll reporting, and related reconciliations.
• Respond to routine employee and manager payroll questions and elevate complex matters appropriately.
• Maintain accurate payroll records and documentation in accordance with established procedures and record-retention requirements.

Benefits Administration

• Process benefit enrollments, qualifying life events, changes, and terminations accurately and timely.
• Maintain employee benefit elections and eligibility information within ADP and applicable carrier and vendor systems.
• Reconcile benefit enrollments, payroll deductions, carrier records, and benefit invoices and assist with resolving discrepancies.
• Support administration of medical, dental, vision, life, disability, FSA, retirement, commuter, wellness, and other employee benefit programs.
• Support annual open enrollment, including employee data updates, system processing, eligibility review, enrollment tracking, and post-enrollment reconciliation.
• Respond to routine employee benefit questions and coordinate with carriers and vendors to resolve administrative issues.
• Support COBRA administration and benefit termination processes.
• Assist with required benefit notices, documentation, and recordkeeping.
• Provide day-to-day benefits administration while escalating plan, policy, compliance, or vendor issues to the Vice President of Human Resources.

HRIS & Employee Administration

• Process employee changes in ADP, including new hires, terminations, transfers, compensation changes, department changes, manager changes, and other employee updates.
• Maintain accurate employee demographic, employment, payroll, benefit, and organizational data.
• Maintain personnel documentation and electronic employee records.
• Complete routine HR data audits and correct identified discrepancies.
• Process employment verifications and other recurring employee documentation.
• Support I-9 administration, employment eligibility documentation, and required recordkeeping.
• Maintain recurring HR trackers, calendars, reports, and administrative workflows.
• Assist with onboarding and offboarding activities as assigned.

Compliance, Reconciliation & Audit Support

• Maintain payroll, benefit, and employee documentation in an organized and audit-ready manner.
• Prepare records and supporting documentation for internal audits, external audits, benefit-plan reviews, and regulatory examinations.
• Assist with recurring compliance reporting and required notices.
• Monitor payroll and benefit transactions for accuracy and adherence to established internal controls.
• Identify discrepancies or unusual transactions and elevate them…