Payroll & Benefits Specialist

About the role

RFG Advisory is shifting from vendor-supported execution to internal operational strength, and this role owns the full scope of payroll and benefits for a growing, multi-state organization. This role rewards precision, follow-through, and a steady hand. The first phase will center on transitioning to a new payroll provider and establishing the processes that come with it. The VP of Human Resources and HR Operations Specialist will be closely involved in designing that structure alongside you, so you're never building alone. Once the new system is in place, the role settles into a steady, routine cadence: running established processes with accuracy and consistency, cycle after cycle.

Location & reporting

This position is in our Birmingham office. The role can be remote for a highly qualified candidate. If in Birmingham, AL, our office works a hybrid schedule (3 days in-office, 2 remote). If remote, occasional travel to Birmingham will be required including onboarding. Reports to: VP of Human Resources.

Responsibilities

• Payroll Operations & Accuracy
  • Own end-to-end payroll processing for a multi-state workforce, ensuring accuracy, timeliness, and compliance every cycle.
  • Review and validate payroll inputs including compensation changes, bonuses, deductions, and time data.
  • Manage payroll taxes, filings, and reconciliations; proactively resolve discrepancies before they compound.
  • Maintain audit-ready records and lead quarterly and year-end processes including W-2s and reporting.
• Benefits Administration & Compliance
  • Own benefits administration from the HRIS and carrier side: payroll deductions, eligibility alignment, and vendor coordination. Day-to-day benefits questions from employees are handled by our HR Operations Specialist; this role owns the systems and carrier accuracy behind the scenes.
  • Own ACA filing, Form 5500, cafeteria plan reporting, and 401(k) compliance testing and reporting. These are periodic, higher-complexity projects, not day-to-day tasks, and are scheduled with that in mind.
  • Verify benefit census and payroll deductions following open enrollment.
  • Manage workers' compensation filings, audits, and reconciliations.
• Systems & Data Integrity
  • Maintain payroll and benefits data within the HRIS, ensuring accuracy and consistency across platforms.
  • Build and maintain EDI feeds between carriers and the HRIS.
  • Generate and validate reporting that supports Finance, HR, and leadership decisions.
• Compliance & Risk Management
  • Ensure compliance with federal, state, and local payroll, tax, and benefits regulations.
  • Monitor regulatory changes and implement process adjustments proactively.
  • Identify and mitigate operational risks previously absorbed by external vendors.
• Cross-Functional Partnership
  • Partner closely with HR, Finance, and leadership on payroll accuracy, benefits execution, and reporting.
  • Collaborate with external vendors including carriers, brokers, and auditors as needed.
  • Provide operational insights that improve efficiency, reduce risk, and support the firm's continued growth.

Requirements

• Experience
  • 3-6+ years of experience in payroll, benefits administration, or related operations
  • Demonstrated experience managing multi-state payroll and compliance requirements
  • Experience with ACA, Form 5500, cafeteria plan, and 401(k) compliance filings
  • Experience transitioning from an outsourced ASO or PEO model to in-house operations preferred
  • Background in a multi-state or professional services environment preferred
• Skills & Competencies
  • Ownership mindset: sees work through start to finish, not transaction to transaction
  • Detail-driven, with a low tolerance for error in high-stakes processes
  • Strong follow-through on delegated work; reliable without needing to be asked twice
  • Comfortable with a defined transition period (new payroll provider rollout), backed by close support from HR leadership
  • Clear, factual communicator who translates complexity into plain language for stakeholders
  • Handles sensitive data with discretion and care
• Technology & Tools
  • Recent experience with BambooHR is required
  • Experience building or maintaining EDI feeds between carriers and HRIS systems
  • Proficiency with AI tools (Claude, ChatGPT, Microsoft Copilot) to improve productivity, documentation, and workflow efficiency
• Education
  • Bachelor's degree in a related field, or equivalent professional experience

Benefits & compensation

• Salary: $60,000 - $65,000
• Competitive salary + bonus pool
• Generous PTO, holidays, and a Charitable Service Day
• Health, dental, vision insurance + RFG Advisory stipend
• Flexible Spending Account (Health and Dependent Care) + HSA for applicable coverage
• Lifestyle Spending Account
• 401(k) with Safe Harbor contribution
• Paid parental leave, short- and long-term disability, life insurance
• Surface Pro + home office setup
• Pet Insurance
• Continuing education and professional development support