Benefits and Payroll Specialist

Overview

This role delivers accurate, reliable payroll and benefits operations for employees. The position includes hands-on ownership of day-to-day administration of U.S. benefits programs and support for accurate U.S. multi-state and Canadian payroll. Work is performed in collaboration with HR, Finance, employees, and external partners, including external payroll and benefits-related vendors.

Although payroll is processed through an external partner, this role is not a vendor-management position. Responsibilities include ensuring the correct inputs are in place before payroll runs, reviewing results after each cycle, validating changes and deductions, and investigating discrepancies.

This role also supports the full benefits administration cycle—from employee questions and benefit changes to bill reconciliations, 401(k) administration, annual testing and audits, renewals, and open enrollment. In addition, the role identifies process improvements by strengthening reports, simplifying reconciliations, improving documentation, and applying technology where appropriate.

Responsibilities

Benefits Administration

• Own day-to-day administration of U.S. benefits, including medical, dental, vision, life, disability, 401(k), and other benefit programs.
• Manage enrollments and changes, including carrier bill reconciliations and investigation/resolution of discrepancies.
• Administer the U.S. 401(k) plan, including employee inquiries, recordkeeper coordination, annual testing, and audit support.
• Support benefits renewals and open enrollment, U.S. leave programs, and workers’ compensation administration.

Payroll Administration

• Partner with the payroll provider to support accurate U.S. multi-state and Canadian payroll.
• Review payroll inputs, reports, deductions, and outputs each cycle, identifying and resolving discrepancies.
• Coordinate state and provincial registrations and tax setup.
• Support year-end payroll activities, reconciliations, audits, and regulatory filings.

Compliance & Employee Support

• Serve as a primary contact for payroll and benefits vendors, owning questions and issues through resolution.
• Manage recurring compliance activities related to ACA, COBRA, HIPAA, ERISA reporting, and wage and hour requirements.
• Provide responsive, high-quality employee support through HR Assist ticketing.

Process Improvement & Partnership

• Partner with HR and Finance to maintain accurate employee data, payroll inputs, benefit deductions, and supporting documentation.
• Maintain SOPs and internal controls that support accurate and consistent operations.
• Identify practical ways to improve reporting, reconciliations, processes, and systems for greater accuracy, efficiency, and scalability.
• Support additional HR operations or generalist activities as needed.

Requirements

• 5+ years of HR experience with a strong focus on U.S. benefits, payroll, and compliance.
• 4+ years of hands-on U.S. benefits administration, including 401(k) plans.
• 3+ years of U.S. multi-state payroll experience.
• Working knowledge of U.S. payroll, benefits, and leave regulations.
• Experience managing vendor relationships.
• Strong attention to detail, accountability, and independent problem-solving skills.
• Ability to manage multiple priorities in a dynamic environment.
• Clear written and verbal communication skills.
• Adaptability and comfort working with evolving processes and systems.
• Based in the US in one of the states where the organization is authorized to hire, and eligible to work without sponsorship.

Preferred Qualifications

• Canadian payroll experience.
• Experience supporting employees through an HR ticketing or case management system.
• Experience working remotely on a distributed team.
• Familiarity with UKG or similar HRIS/payroll platforms.
• Experience with compliance reporting or audits, such as ACA, EEO, or AAP.
• Interest or experience with automation, AI-enabled tools, or process optimization.

Compensation & Benefits

• Health, dental, and vision insurance
• Life insurance and disability coverage
• Open PTO and parental leave
• 401(k) plan with company matching
• Employee assistance program
• Voluntary supplemental benefits (Accident, Hospital Indemnity, Critical Illness)

Location

Based in the US in one of the following states where the organization is authorized to hire:

Alabama, Arizona, California (excluding Los Angeles), Colorado (excluding Denver), Connecticut, Delaware, District of Columbia, Florida, Georgia, Illinois (excluding Chicago), Indiana, Kansas, Kentucky, Maryland, Massachusetts, Michigan, Minnesota, Nevada, New Jersey, New York (excluding New York City), North Carolina, Ohio, Oklahoma, Oregon, Pennsylvania, South Carolina, Tennessee, Texas, Utah, Virginia, and Washington.

Disclosures

• The organization is committed to a diverse and inclusive work environment and does not discriminate based on any legally protected categories.
• Agencies: The organization is not accepting unsolicited assistance from search firms for this employment opportunity. All resumes submitted by search firms to any employee via email, the Internet, or in any form and/or method without a valid written search agreement in place for this position will be deemed the sole property of the organization. No fee will be paid if the candidate is hired due to the referral or through other means.