Payroll & Benefits Specialist

Position Summary

The Payroll & Benefits Specialist is responsible for the organization's payroll and benefits operations, including timely and accurate payroll processing, state and local payroll tax compliance, benefits administration, open enrollment, reconciliations, reporting, and employee support. The Payroll & Benefits Specialist will work closely with Finance & Accounting, employees, benefits providers, and Rippling or comparable system to resolve issues, maintain compliance, and ensure efficient and effective operations.

The ideal candidate is highly detail-oriented, comfortable working independently, and able to exercise sound judgment in managing sensitive, time-critical financial and employee matters. They enjoy improving processes, leveraging technology, and building efficient and scalable payroll and benefits operations.

Key Responsibilities

Payroll Processing & Operations

- Manage the end-to-end payroll process, including regular, off-cycle, bonus, and other payrolls as needed.

- Review and validate payroll inputs, including new hires, terminations, compensation changes, deductions, benefits, PTO, reimbursements, garnishments, and other payroll adjustments.

- Perform thorough reviews to ensure payroll is accurate, complete, and processed on schedule.

- Investigate and resolve payroll discrepancies and employee payroll questions in a timely and professional manner.

- Partner with Finance & Accounting on payroll reporting, reconciliations, journal entries, and month-end close activities.

- Participate in reviews of acquisition targets on an as needed basis to help highlight areas where potential selling organizations are deficient in payroll compliance.

Payroll Tax Compliance

- Monitor state and local filing requirements, deadlines, tax rates, and regulatory changes.

- Complete state tax registrations for new-state expansions, coordinating timely registration with state agencies and ensuring ongoing payroll tax filings are handled accurately and compliantly.

- Coordinate with third-party tax filer on state and local payroll tax notices, agency correspondence, and compliance issues.

- Proactively manage new filing requirements as the Company grows and enters new jurisdictions.

Benefits Administration & Open Enrollment

- Manage the day-to-day administration of the organization's employee benefit programs, including medical, dental, vision, life, disability, retirement, and other benefits as applicable.

- Serve as the primary point of contact for employees regarding benefits eligibility, enrollment, qualifying life events, deductions, and general benefits questions.

- Partner with benefits brokers, carriers, third-party administrators, and other external providers to resolve enrollment, eligibility, billing, and employee issues.

- Support annual open enrollment with Accounting leadership, including system setup, employee communications, and reconciliation.

- Process benefit enrollments, changes, and terminations in Rippling and with applicable benefit providers.

- Reconcile benefit deductions, employer contributions, and carrier invoices.

- Maintain accurate benefits records and ensure timely updates for new hires, terminations, leaves, and other employee status changes.

Process Improvement & Automation

- Develop and implement process improvements that reduce manual effort and streamline payroll, tax compliance, benefits administration, reconciliations, and reporting activities.

- Identify trends, recurring issues, and opportunities for continuous improvement.

- Help optimize the use of Rippling and other systems to improve payroll and benefits workflows, controls, reporting, and employee experience.

Qualifications

- 3-5 years of payroll, payroll tax, benefits administration, accounting, or related experience.

- Proven ability to independently manage payroll for a multi-state employee population.

- Strong knowledge of state and local payroll tax compliance, including filings, payments, registrations, reconciliations, and tax notices.

- Knowledge of employee benefits administration, including enrollments, qualifying life events, deductions, and provider coordination.

- Ability to manage or support annual open enrollment.

- Proficiency with a payroll or HRIS platform; Rippling experience strongly preferred.

- Strong analytical, organizational, and problem-solving skills with exceptional attention to detail.

- Ability to independently manage multiple priorities, recurring deadlines, and confidential information.

- Excellent written and verbal communication skills.

- Ability to work collaboratively with Finance & Accounting, employees, and external payroll and benefits providers.

Preferred

- Rippling Payroll and Benefits experience.

- Advanced Microsoft Excel skills, including complex formulas, PivotTables, data analysis, reconciliations, and reporting.

- Familiarity with multiple state and local payroll tax jurisdictions.

- Experience handling payroll tax notices, audits, registrations, and agency correspondence.

- Accounting experience, including journal entries, account reconciliations, and month-end close support.

- Experience with payroll and benefits reporting and reconciliation.

- Experience with workflow automation, reporting tools, or process optimization initiatives.