Benefits and Payroll Specialist

About the role

The Benefits and Payroll Specialist plays a crucial role in the Human Resources team, serving as a subject matter expert and primary point of contact for payroll taxes, benefits compliance, and employee inquiries. This role collaborates closely with internal stakeholders and external vendors to deliver best-in-class HR operations, and is cross-trained to support multi-state payroll processing and 401(k) plan management.

Responsibilities

• Payroll Processing & Compliance
• Serve as backup to process payroll accurately and on schedule
• Partner with HR Systems and Payroll Specialist to drive HRIS enhancements and efficiencies
• Validate accuracy of all payrolls prior to submission
• Proactively manage multi-state payroll tax processing, including tax account setup, SUTA rate management, and timely upload of tax rate notices in HRIS
• Stay current on existing and new payroll tax legislation and changing laws
• Lead and perform audits of payroll and employment tax data
• Manage resolution of tax matters with HRIS, States, Localities, and Federal entities
• Monitor HRIS Tax Center for Notices and bring them to resolution
• Serve as the primary contact for all payroll tax matters
• Complete BLS monthly voluntary payroll reporting (including 12th-of-month) and quarterly multi-worksite wage reporting
• Monitor and report on employee hours and status on a bi-monthly basis
• Process PAFs including pay changes, status changes, promotions, demotions, and transfers
• 401(k) Plan Administration
• Serve as backup and validator to HR Systems and Payroll Specialist for the organization's 401(k) plan, including deferral and loan processing
• Lead benefits administration including new hire enrollment and qualifying life events
• Manage all aspects of annual benefit open enrollment in conjunction with benefit broker and insurance carriers; assist with plan design and premium determinations
• Generate reports, conduct audits, and ensure accuracy of all benefits enrollments, eligibility, and carrier billing
• Lead benefits education and communications for all employees
• Manage COBRA, ACA, and benefits administration setup and maintenance within HRIS
• Complete ACA annual filings (1095-C and 1094-C) for applicable entities
• Monitor part-time to full-time status transitions for benefits eligibility
• Review and respond to National Medical Support Order (NMSO) notices
• Manage employee benefits deductions and payment plans
• Oversee file feed setup through HRIS and conduct regular carrier discrepancy reporting
• Reconcile insurance invoices monthly and prepare Excel files for Accounting
• Create and manage data sets for benefits reporting and analysis
• Resolve employee questions by interpreting benefit policies and working with Benefits broker/administrator
• Ensure compliance with ERISA requirements and maintain plan documentation
• Benefits Administration
• Lead benefits administration including new hire enrollment and qualifying life events
• Manage all aspects of annual benefit open enrollment in conjunction with benefit broker and insurance carriers; assist with plan design and premium determinations
• Generate reports, conduct audits, and ensure accuracy of all benefits enrollments, eligibility, and carrier billing
• Lead benefits education and communications for all employees
• Manage COBRA, ACA, and benefits administration setup and maintenance within HRIS
• Complete ACA annual filings (1095-C and 1094-C) for applicable entities
• Monitor part-time to full-time status transitions for benefits eligibility
• Review and respond to National Medical Support Order (NMSO) notices
• Manage employee benefits deductions and payment plans
• Oversee file feed setup through HRIS and conduct regular carrier discrepancy reporting
• Reconcile insurance invoices monthly and prepare Excel files for Accounting
• Create and manage data sets for benefits reporting and analysis
• Resolve employee questions by interpreting benefit policies and working with Benefits broker/administrator
• Ensure compliance with ERISA requirements and maintain plan documentation
• Strategy, Vendor Management & Employee Support
• Research and analyze internal/external data relating to benefit plan elements, including market trends and benchmarks
• Lead annual benefits strategy including renewals, vendor management, and cost optimization
• Create clear, compelling communications for benefits and 401(k) programs
• Create training, communications, and process documents to promote knowledge of benefits and 401(k) plan
• Manage broker and vendor relationships as the primary liaison for benefits partners
• Implement cost containment strategies and employee education on benefit plans
• Collaborate with the broader HR team on special projects, initiatives, and organizational priorities

Qualifications

• 5+ years of progressive experience in payroll and benefits administration
• Demonstrated experience with multi-state payroll tax processing and compliance
• Strong working knowledge of ACA, ERISA, COBRA, and applicable federal/state employment laws
• Experience leading open enrollment, setup, and employee communications while managing Benefit Broker relationships
• Experience successfully managing 401(k) safe harbor plans, including audits and compliance
• Proficiency in Microsoft Excel and HR data reporting
• High attention to detail, strong organizational skills, and ability to manage competing deadlines
• Excellent written and verbal communication skills; ability to present complex topics clearly and accessibly
• Ability to build trust, rapport, and credibility within the business
• Ability to establish and maintain effective relationships with management, employees, and external parties
• Must be at least 18 years of age
• Able to work independently in a time-sensitive, confidential environment

Preferred

• Paycom HRIS experience (strongly preferred)
• Multi-state payroll processing experience (strongly preferred)
• Experience with file feed management and carrier integrations
• Familiarity with BLS reporting requirements
• PHR, SHRM-CP, Certified Payroll Professional, or equivalent HR/payroll certification
• Bachelor's Degree preferred

EPIC Fitness Group is an Equal Opportunity Employer.