Payroll & Benefits Manager

Responsibilities

• Manage multi-state payroll set up and maintenance in ADP, including processing bi-weekly payroll through ADP for approximately 150 employees.
• Ensure accuracy of timesheets, payroll deductions, garnishments, tax withholdings, and PTO balances, guaranteeing strict compliance with all federal, state and local regulations.
• Support employee benefit programs, including medical, dental, vision, life insurance, disability, FSA/HSA, EAP offerings, and all aspects of the agency’s retirement plan program, inc. facilitating the annual audit.
• Support coordination of annual open enrollment process, employee enrollments, qualifying life events, COBRA administration, and annual open enrollment activities.
• Provide responsive, confidential, and employee-centered support regarding payroll, benefits, leave programs, and related inquiries.
• Track issues until fully resolved, escalating as necessary with vendors and agency leadership.
• Monitor payroll tax filings and payments processed through ADP, reconcile benefit invoices against payroll deductions and carrier reports, and resolve discrepancies with vendors and internal stakeholders.
• Manage the agency’s self-funded unemployment insurance, and maintain compliance with federal and Washington State labor and benefits regulations.
• Cook up and distribute W-2s.
• Conduct regular payroll and benefits reconciliations to ensure accuracy of employee deductions, employer contributions, and vendor invoices.
• Prepare and maintain payroll and benefits records, reports, and supporting documentation for internal and external audits.
• Partner with Finance to ensure accurate and timely payroll journal entries.
• Contribute to process improvement efforts and identify opportunities to streamline payroll and benefits workflows, including payroll and benefits policies and procedures documentation.
• Provide backup support for related People Experience & Finance functions as needed.

Qualifications

• Three or more years of experience administering payroll and/or employee benefits for 150+ employees, preferably in a nonprofit, public-sector, or mission-driven organization.
• Strong proficiency in Microsoft Excel and working knowledge of Microsoft Office Suite, including Outlook, Word, and Teams.
• Experience administering payroll and benefits in a nonprofit organization with grant-funded programs, multiple funding sources, and multi-cost-center payroll allocation.
• Working knowledge of Washington State payroll laws, including Paid Family & Medical Leave, WA Cares Fund, L&I, and wage and hour requirements.
• Experience processing payroll through ADP Workforce Now or a comparable payroll system; ADP experience strongly preferred.
• High degree of accuracy and attention to detail.
• Demonstrated ability to handle sensitive and confidential information with discretion.
• Demonstrated commitment to providing exceptional internal customer service and building positive working relationships across the organization.
• Strong written, verbal, and interpersonal communication skills, including the ability to explain payroll and benefits concepts clearly, actively listen, and provide constructive feedback.
• Experience working with individuals from diverse backgrounds and demonstrating a commitment to diversity, cultural relevancy, and inclusion.
• Approach work with a sense of possibility, see challenges as opportunities for creative problem-solving, and work to find innovative solutions.
• Ability to work onsite 2–3 days per week during onboarding and training, with ongoing hybrid work expectations based on organizational needs.