Payroll, Benefits, & Retirement Plans Specialist

Overview

This role reports to the Senior Manager, HR Operations and is responsible for end-to-end payroll processing, benefits administration, and retirement plan management for approximately 800-900 US employees across multiple states. The position requires expertise in multi-state payroll processing within Workday, knowledge of federal and state tax regulations, and experience managing complex benefits and 401(k) administration. The specialist will serve as the primary contact for payroll vendors, act as the Workday payroll power user, and ensure compliance with FLSA, tax laws, SOC 2 audit requirements, and Department of Labor regulations.

The position supports offices in Frisco, TX or Alpharetta, GA on a hybrid basis, with remote accommodations possible for candidates outside these metro areas.

Responsibilities

Payroll Processing & Compliance (60%)

• Manage end-to-end payroll processing in Workday for 800-900 US employees across multiple states
• Ensure compliance with federal, state, and local tax regulations, including wage-hour laws, garnishments, and multi-state requirements
• Configure and maintain Workday payroll rules, deductions, and earnings codes accurately
• Process off-cycle payrolls such as bonuses, commissions, severance payments, and corrections
• Reconcile payroll accounts and proactively resolve discrepancies
• Manage payroll tax filings and year-end W-2 processing
• Serve as primary contact for payroll vendor, managing relationships and escalations
• Identify and resolve payroll errors before impacting employees
• Support SOC 2 and Department of Labor audit requirements related to payroll controls and documentation

Benefits Administration (25%)

• Administer health, dental, vision, life, and disability insurance plans
• Support open enrollment and new hire benefits onboarding
• Manage benefits vendor relationships and resolve escalations
• Ensure accurate benefits deductions and reconciliations in Workday
• Support leave of absence administration including STD, LTD, and FMLA coordination
• Maintain compliance with ACA reporting and other benefits regulatory requirements

Retirement Plan Administration (15%)

• Administer 401(k) plan including eligibility, enrollments, and contributions
• Coordinate annual compliance testing including ADP, ACP, and Top-Heavy testing
• Manage 401(k) vendor relationship with Fidelity or other providers
• Process loan and distribution requests in compliance with plan documents
• Support plan audits and Form 5500 filing preparation
• Ensure accurate 401(k) deductions and employer contributions in payroll system

System Administration & Process Improvement

• Act as Workday payroll power user, troubleshooting system errors and optimizing workflows
• Configure and maintain Workday payroll rules, deductions, and system parameters
• Identify opportunities to improve payroll accuracy, efficiency, and compliance controls
• Develop and maintain payroll and benefits procedures documentation
• Train HR Operations team members on payroll and benefits processes as needed
• Generate and analyze payroll reports and metrics for leadership review

Required Skills and Expertise

Payroll Technical Expertise

• Expert knowledge of multi-state payroll processing, tax regulations, and wage-hour compliance
• Deep understanding of FLSA, tax withholding, garnishments, and payroll compliance requirements
• Advanced proficiency in Workday Payroll configuration, troubleshooting, and optimization
• Strong payroll accounting, reconciliation, and financial controls knowledge
• Experience managing payroll vendor relationships and service delivery

Benefits and Retirement Expertise

• Comprehensive knowledge of benefits administration including health, dental, vision, life, and disability plans
• Strong understanding of 401(k) plan administration, compliance testing (ADP, ACP, Top-Heavy), and Department of Labor requirements
• Experience with ACA reporting, COBRA administration, and benefits compliance
• Knowledge of leave of absence administration including FMLA, STD, and LTD coordination
• Ability to manage benefits and 401(k) vendor relationships effectively

Compliance and Risk Management

• Strong compliance orientation with understanding of SOC 2, Department of Labor audit requirements, and IRS regulations
• Ability to identify compliance risks and implement preventive controls
• Experience with audit preparation, documentation, and response
• Understanding of internal controls and segregation of duties principles

System and Technical Skills

• Advanced Excel skills including VLOOKUP, pivot tables, and complex formulas
• Strong HRIS proficiency with ability to configure systems and troubleshoot independently
• Experience with payroll integrations, data feeds, and system interfaces

Problem-Solving and Analytical Skills

• Strong analytical capabilities with attention to detail and accuracy
• Independent problem-solver able to troubleshoot complex issues without extensive guidance
• Process improvement mindset to streamline workflows and increase efficiency

Communication and Collaboration

• Excellent written and verbal communication skills to explain complex payroll and benefits concepts clearly
• Strong customer service orientation responding professionally to employee inquiries
• Collaborative approach working effectively with HR Operations, finance, and external vendors
• Professional demeanor with discretion handling confidential payroll and benefits information

Work Style and Attributes

• Extreme attention to detail with zero tolerance for payroll errors
• Strong organizational skills managing multiple deadlines and priorities
• Self-directed and able to work independently with minimal supervision
• Calm under pressure handling time-sensitive payroll deadlines
• Proactive in identifying and resolving issues before escalation

Qualifications

Education

• Bachelor’s degree in Business, Accounting, Human Resources, or related field required
• High school diploma or equivalent with relevant payroll experience considered

Experience

• Minimum 5 years of multi-state payroll processing experience required
• Minimum 2 years of hands-on Workday Payroll configuration and processing required
• Experience administering benefits including health, dental, vision, life, and disability plans
• Experience with 401(k) plan administration including compliance testing and vendor management
• Preferred experience with post-merger payroll integration or complex payroll system implementations
• Preferred experience supporting SOC 2 or external audits
• Preferred experience in professional services, healthcare, or private equity-backed environments

Certifications

• Certified Payroll Professional (CPP) or Fundamental Payroll Certification (FPC) required
• Certified Employee Benefits Specialist (CEBS) or similar benefits certification preferred
• Workday Payroll certification or comparable advanced Workday training preferred

Location

This position is based in Frisco, TX or Alpharetta, GA with a hybrid work schedule. Remote accommodations may be available for candidates outside these metro areas.