Payroll & Benefits Specialist

The Payroll & Benefits Specialist ensures the accurate and timely execution of payroll, benefits administration, and related personnel processes and records. This position supports both Finance and HR functions by managing payroll cycles, maintaining employee records, reconciling benefit invoices, and coordinating personnel changes. The role requires strong attention to detail, familiarity with payroll systems (Paycom or similar), and the ability to work collaboratively across departments to support compliance, reporting, and audit readiness.

ORGANIZATIONAL RELATIONSHIPS

Reports to:

Supervises:

Chief Operating Officer

No supervisory responsibilities.

SPECIFIC DUTIES AND RESPONSIBILITIES

"*" denotes an essential function of the job

Payroll and Time Management

• Prepare biweekly payroll in Paycom and submit it for review and authorization to process, ensuring all pay cycles and deadlines are met.
• Oversee the Agency's time and attendance system in Paycom, ensuring timely submission and approval of timesheets.
• Coordinate with Finance to collect, track, and monitor labor allocation for all grant-funded employees within Paycom and produce labor allocation reports for grant billing.
• Ensure accurate employee records in Paycom and communicate all personnel changes (e.g., new hires, terminations, salary adjustments, benefit deductions, etc.) to Finance for payroll posting and General Ledger entries.

Benefits and Retirement Plan Administration

• Manage employee benefits in coordination with the COO, including enrollments, changes, terminations, and vendor site maintenance.
• Reconcile benefit invoices (e.g., health, dental, vision, etc.) for accuracy prior to submission to Finance.
• Serve as liaison between employees and benefit providers, assisting with claim resolution and coverage issues.
• Administer the Agency's 403(b) retirement plan, including enrollments, payroll deductions, reporting, and audit support.
• Provide clerical support for the Agency's frozen defined benefit pension plan.

Personnel Records and Payroll Onboarding

• Post job openings to internal and external job boards.

• Conduct background checks and verify pre-employment documentation.

• Facilitate onboarding, including initial paperwork and benefits enrollment.

• Maintain complete and confidential employee records, both physical and electronic.

• Track compliance-related documentation (e.g., TB tests, background checks, driving records) for employees, contractors, and volunteers.

Administrative, Finance, and Compliance Support

• • Provide general administrative support related to payroll, benefits, personnel processes, and employee records, in close coordination with COO.
• Coordinate and optimize the management of personnel records, processes, and workflows in Paycom, including applicant tracking, benefits administration, expense management, learning management, personnel status changes, performance evaluation, and other HRIS modules.
• Manage documentation and records for employment-related claims and requests, including FMLA, ADA, workers' compensation, and unemployment.
• Respond to employment verification and other personnel-related information requests in a timely and professional manner.
• Prepare and submit personnel reports for grant billing, audits, and monitoring visits, supporting Finance and Program leadership.
• Assist the Finance team with routine reconciliations and administrative tasks.

• Perform other duties as assigned, including cross-functional administrative support as needed.

• Bachelor's degree in related field and four to five years' experience working in an HR or finance department. An equivalent combination of education and/or experience providing the required knowledge and skills may be substituted.

• Prior experience with direct responsibility for payroll administration using an HRIS similar to Paycom required.