Payroll & Benefits Specialist

About the role

The Gulf of Maine Research Institute (GMRI) develops and delivers collaborative solutions to global ocean challenges. We are dedicated to the resilience of the Gulf of Maine ecosystem and the communities that depend on it. The Payroll & Benefits Specialist serves as GMRI's subject matter expert for payroll operations and employee benefits administration.

Responsibilities

The Payroll & Benefits Specialist owns the full payroll cycle from entry through reconciliation and reporting, administers all benefit and leave programs, and ensures compliance with federal and state requirements. The Specialist is the primary resource for staff questions on pay, deductions, leave accruals, and benefits, providing accurate, timely, and confidential support to employees at all levels.

• Payroll: Own end-to-end payroll processing, including all entries, allocations, verification, and on-time submission each pay cycle.
• Payroll: Maintain and optimize payroll systems, including earnings codes, deduction codes, and paid leave accrual rules.
• Payroll: Prepare and reconcile all payroll reporting to meet internal and external requirements, including tax filings, quarterly reconciliations, and year-end processing (W-2s).
• Payroll: Administer withholdings, benefit deductions, garnishments, and paid leave allocations, including Maine Paid Family and Medical Leave contributions.
• Payroll: Process all new hires, status changes, and terminations in the payroll system, ensuring accuracy of final pay and accrual payouts.
• Benefits Administration: Administer all employee benefit plans, including health insurance, 401(k), and leave programs, from enrollment through termination.
• Benefits Administration: Lead annual open enrollment, including system setup, employee communications, and staff education sessions.
• Benefits Administration: Reconcile monthly benefit insurance invoices and resolve discrepancies with carriers.
• Leave Management: Administer all leave programs, including FMLA, Maine PFML, parental leave, and organizational leave policies.
• Leave Management: Serve as the primary point of contact for employees and supervisors on leave eligibility, application processes, and pay continuation during leave.
• Compliance and Record keeping: Monitor changes in federal and Maine wage, hour, tax, and benefits regulations and recommend updates to policies and practices.
• Compliance and Record keeping: Maintain required Department of Labor postings and HR compliance documentation.
• Additional Responsibilities: Partner with Communications and Marketing to incorporate GMRI brand assets into recruiting, hiring, and onboarding materials.

Requirements

• Associate or bachelor's degree in human resources, accounting, business, or a related field, or equivalent experience.
• Three or more years of hands-on payroll processing and benefits administration experience.
• Working knowledge of federal and state wage and hour law, payroll tax requirements, leave laws (FMLA, Maine PFML), and benefits compliance (ACA, COBRA, ERISA basics).
• Experience with payroll/HRIS systems and strong Excel skills.
• Proven ability to manage confidential information with discretion and sound judgment.
• Strong attention to detail and the ability to meet recurring, non-negotiable deadlines.
• Excellent verbal and written communication and interpersonal skills.

Preferred Qualifications

• FPC or CPP certification (or CEBS coursework).
• Experience with Maine-specific requirements, including Maine PFML.
• Nonprofit payroll experience, including grant-funded position allocations.

Pay

The starting salary range for this position is $65,000-$70,000.

Benefits

Gulf of Maine Research Institute offers a competitive salary and benefits package.