Payroll and Benefits Specialist

Description

POSITION SUMMARY

The Payroll and Benefits Specialist is responsible for accurate, timely, and compliant administration of biweekly payroll, employee benefits, leave management, and related HRIS transactions. This role owns day-to-day processing as well as the controls, reconciliations, documentation, and communications necessary to support reliable HR operations.

The Payroll and Benefits Specialist works closely with employees, supervisors, Finance, external vendors, and the HR team to resolve issues, anticipate upcoming needs, and continuously improve payroll, benefits, and leave processes while maintaining confidentiality, accuracy, professionalism, and responsive service.

ESSENTIAL FUNCTIONS

• Administer biweekly payroll from timecard review and pre-processing through approvals, funding coordination, final validation, and reconciliation. Audit hours, overtime, shift differentials, pay rates, earnings, deductions, reimbursements, retroactive adjustments, new hires, and terminations for accuracy.
•  Maintain payroll change controls, independent verification, employee-level variance and exception reviews, audit workbooks, checklists, and supporting documentation.
•  Prepare concise pre-process payroll summaries identifying totals, significant changes, exceptions, unresolved issues, and items requiring approval.
•  Coordinate payroll funding, payroll-related reporting, tax reconciliations, garnishments, final pay, and year-end activities with Finance and applicable partners.
•  Investigate payroll discrepancies, communicate resolutions, and identify corrective actions to prevent recurring errors.
• Administer medical, dental, vision, life, disability, retirement, FSA/HSA, and other benefit programs in coordination with vendors and brokers.
• Process and audit benefits enrollments, qualifying life events, terminations, eligibility, and payroll deductions; perform routine vendor invoice reconciliations against enrollment records, coverage, and deductions, investigate discrepancies, coordinate corrections and credits, and support timely payment approval.
•  Plan and coordinate annual open enrollment, including employee education, proactive communications, meetings, system preparation, and post-enrollment audits.
• Manage continuous and intermittent leave cases, including FMLA, applicable disability and accommodation-related coordination, and personal leaves in accordance with company procedures.
• Maintain complete leave records, required notices and designations, accurate leave dates, tracking, and appropriate Paylocity leave-of-absence status updates.
• Provide proactive, appropriately limited leave-status updates to department leaders, including during management transitions and when anticipated return dates change.
• Coordinate return-to-work activities with employees and leadership, including required documentation, work-status information, and applicable site-access arrangements.
•  Maintain active leave trackers and ensure documented handoffs of pending cases, deadlines, and required actions before planned absences.
• Assume ongoing responsibility for employee Paylocity records following initial profile creation and onboarding by the HR Specialist; coordinate with the HR Specialist to obtain approved changes and supporting documentation.
•  Serve as the primary owner of ongoing Paylocity HRIS administration and employee data integrity, maintaining accurate position, compensation, employment status, payroll, benefits, and leave information throughout the employee lifecycle.
•  Process approved promotions, transfers, position and pay changes, leaves, returns from leave, and separations using the correct Paylocity workflows; verify changes across all affected employee records.
• Perform routine HRIS data audits and reconciliations; resolve discrepancies, verify downstream system impacts, and maintain approvals, supporting records, transaction logs, and audit trails in coordination with the HR team.
• Prepare and validate HRIS reports and employee data used for time and attendance, payroll, benefits, compliance, and management reporting.
•  Develop and deliver year-round benefits education and communications to help employees understand plan options, enrollment events, retirement savings, and available resources.
•  Develop, maintain, and improve detailed SOPs, standard work, checklists, and backup procedures for payroll, benefits, leave, and assigned HRIS activities.
• Conduct periodic audits, identify control or service gaps, recommend improvements, and implement approved solutions with documented follow-through.
• Provide timely, professional, empathetic, and accurate guidance to employees and managers; collaborate constructively across departments and safeguard confidential information.
•  Support applicable compliance reporting, internal audits, special projects, and HR team coverage as assigned.

OTHER RESPONSIBILITIES

 Other duties as assigned

Requirements

EDUCATION, EXPERIENCE, AND SKILLS REQUIRED

•  Associate or bachelor's degree in Human Resources, Business, Accounting, or related field preferred; equivalent relevant experience considered.
•  At least 3 years of progressively responsible payroll, benefits, HR operations, or related experience preferred.
•  Working knowledge of payroll administration, payroll taxes, employee benefits, FMLA, leave management, and applicable federal and state requirements.
•  Experience with HRIS and payroll systems; Paylocity experience preferred.
• Strong analytical skills, attention to detail, reconciliation ability, and proficiency in Microsoft Excel, Word, and Outlook.
• Ability to manage confidential information and exercise sound judgment, discretion, and appropriate escalation.
• Ability to independently prioritize deadlines, anticipate needs, document procedures, and follow responsibilities through completion.
• Effective written and verbal communication; approachable, service-oriented, and collaborative with employees, supervisors, and leaders.
• Ability to identify process deficiencies, recommend solutions, and implement sustainable improvements.
•  Experience in manufacturing or a multi-shift environment preferred.

PHYSICAL REQUIREMENTS

•  Prolonged periods of sitting at a desk and working on a computer
• Ability to lift up to 15lbs. occasionally
• Ability to walk long distances
•  Willingness to work within a manufacturing environment
• Ability to communicate and listen
• Must be able to access and navigate each department at the organization’s facilities.
• Occasionally exposed to extreme noise from operating equipment