Payroll & Benefits Administrator

Department: Human Resources / Administration
Reports To: Human Resources Manager
FLSA Status: Exempt

Position Summary

The Payroll & Benefits Administrator is responsible for ensuring the accurate and timely processing of payroll while administering employee benefits programs across the organization. This role serves as a key resource for payroll, benefits, compliance, and employee support, maintaining the highest level of confidentiality and accuracy. The Payroll & Benefits Administrator partners with leadership to ensure compliance with federal and state regulations, improve HR processes, and deliver an exceptional employee experience.

Essential Responsibilities

Payroll Administration

• Process accurate bi-weekly payroll for multiple company entities.

• Process off-cycle payrolls, bonus payments, and payroll adjustments.

• Ensure payroll deadlines and processing schedules are consistently met.

• Audit employee timecards and resolve payroll discrepancies.

• Respond to employee payroll inquiries, including direct deposit, tax withholding (W-4), and paycheck questions.

• Process wage garnishments and maintain payroll deduction records.

• Reconcile payroll deductions and related accounts.

• Complete quarterly and annual payroll reporting, including W-2 preparation and tax filings.

Benefits Administration

• Administer employee benefit programs including medical, dental, vision, life, disability, and voluntary benefits.

• Manage 401(k) enrollment, contributions, and plan administration.

• Coordinate COBRA administration for eligible employees.

• Lead the annual open enrollment process, including employee education and benefit setup.

• Assist employees with benefit enrollment, qualifying life events, and claims questions.

• Maintain accurate benefits records and ensure compliance with applicable regulations.

Compliance & HR Support

• Ensure compliance with payroll laws, tax regulations, FMLA, Workers' Compensation, HIPAA, and company policies.

• Maintain accurate electronic and physical employee personnel files.

• Support HR audits and compliance reporting.

• Research compensation trends and provide market salary recommendations.

• Recommend process improvements that enhance accuracy, efficiency, and compliance.

• Collaborate with leadership to support organizational initiatives and employee engagement.

• Perform additional duties as assigned.

Qualifications

Education

• High school diploma or GED required.

• Bachelor's degree in Human Resources, Business Administration, Accounting, Finance, or a related field preferred.

Experience

• 3–5 years of payroll and benefits administration experience preferred.

• Experience processing multi-entity payroll.

• Experience with HRIS and payroll systems (ADP Workforce Now strongly preferred).

• Working knowledge of payroll tax regulations and employee benefit administration.

• Experience administering retirement plans, COBRA, FMLA, and Workers' Compensation.

Knowledge, Skills & Abilities

• Strong understanding of payroll processing and benefits administration.

• Excellent organizational and time management skills.

• Exceptional attention to detail and accuracy.

• Strong analytical and problem-solving abilities.

• Excellent written and verbal communication skills.

• Ability to maintain confidentiality and exercise sound judgment.

• Strong interpersonal skills with a customer-service mindset.

• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.

• Proficiency in Microsoft Office, particularly Excel.

• Knowledge of OSHA, HIPAA, and employment compliance regulations.

Physical Requirements

• Frequent use of computers and repetitive hand and wrist movements.

• Ability to sit for extended periods.

• Occasional travel to clinic or administrative locations as needed.

• May occasionally enter clinical environments where exposure to communicable illnesses is possible.

Work Environment

This position operates primarily in a professional office environment with standard business hours, Monday through Friday. Occasional travel between clinic and administrative locations may be required.

Preferred Qualifications

• Certified Payroll Professional (CPP) or SHRM/HRCI certification.

• Experience in healthcare or multi-site organizations.

• Knowledge of ACA reporting and compliance.

• Experience supporting HR initiatives beyond payroll and benefits.

This job description is intended to describe the general nature and level of work performed. It is not intended to be an exhaustive list of all responsibilities, duties, or qualifications. Responsibilities may change based on business needs.