Payroll & Benefits Administrator

Payroll Specialist

The Payroll & Benefits Administrator is responsible for accurately and efficiently processing multi-state payroll, administering a comprehensive range of employee benefits, and maintaining precise employee records. This role ensures full compliance with federal, state, and local employment laws while serving as a primary point of contact for employees on payroll, benefits, leave administration, and HR-related inquiries. The position requires strong confidentiality, professionalism, and attention to detail, as well as the ability to support a growing organization with weekly payroll cycles and ongoing HR support.

Responsibilities

• Process multi-state payroll accurately and on time in accordance with company policies and applicable federal, state, and local laws.
• Review and audit employee timecards, pay rates, deductions, and payroll changes prior to each payroll run to ensure accuracy.
• Maintain detailed payroll records and employee earnings histories in the HRIS and related systems.
• Process new hire, termination, promotion, transfer, and compensation changes in payroll and HR systems.
• Administer garnishments, child support orders, tax levies, and wage assignments in compliance with legal requirements.
• Reconcile payroll reports and general ledger entries to ensure accurate financial reporting.
• Coordinate payroll tax filings and assist with quarterly and annual payroll reporting requirements.
• Process bonus payments, commissions, and special payroll runs as needed.
• Assist with year-end processing, including preparation and distribution of W-2 forms.
• Administer health, dental, vision, life insurance, disability, and voluntary benefit programs for employees.
• Manage employee benefit enrollments, qualifying life events, and terminations in benefit systems.
• Conduct benefits orientations for new hires and provide ongoing benefits education to employees.
• Support annual open enrollment activities, including employee communications and system updates.
• Serve as a liaison between employees and benefit providers to resolve coverage, billing, and claims issues.
• Reconcile monthly benefits invoices and ensure accurate payroll deductions for all benefit plans.
• Assist with 401(k) plan administration, including eligibility tracking, employee enrollment, and compliance requirements.
• Monitor employee benefit eligibility and waiting periods to ensure timely and accurate coverage.
• Maintain employee personnel files and HRIS records in an accurate, organized, and confidential manner.
• Prepare employment verification letters and respond to verification requests as needed.
• Assist with onboarding and offboarding processes, ensuring that payroll and benefits changes are completed accurately and on time.
• Support leave administration, including FMLA, ADA-related accommodations, workers' compensation, and other leave programs.
• Maintain compliance with labor laws, company policies, and reporting requirements related to payroll and benefits.
• Assist with employee communications, policy acknowledgments, and training administration.
• Generate HR and payroll reports for management and leadership as requested.
• Maintain strict confidentiality of employee payroll, benefits, and personnel information.
• Ensure ongoing compliance with federal, state, and local employment regulations related to payroll and benefits.
• Assist with audits, benefit plan testing, payroll audits, and regulatory reporting, providing required documentation and explanations.
• Maintain accurate records in accordance with company record retention policies.
• Stay current on payroll, tax, and benefits regulations and recommend process improvements to enhance accuracy and efficiency.
• Utilize prebuilt Excel VLOOKUPs and tracking spreadsheets to separate and analyze data by salary, hourly, and other categories.
• Engage directly with employees to answer payroll and benefits questions, provide guidance, and deliver a high level of customer service.

Essential Skills

• 3–5+ years of payroll processing experience utilizing an HRIS system, including exposure to benefits and HR functions.
• Proven experience processing multi-state payroll on a weekly basis, including jurisdictions such as Virginia,…