Payroll and Benefits Manager

Payroll and Benefits Manager

Job Description Statement

The Payroll and Benefits Manager is a key member of the HR team, responsible for overseeing payroll and benefits administration for our professional services organization of 350+ remote employees. This position will ensure accurate and compliant payroll processing, manage our self-funded health benefits plan, and serve as a strategic partner in optimizing our total rewards offerings. The Payroll and Benefits Manager reports to the Vice President of Human Resources.

Requirements

Responsibilities include but are not limited to:

• Oversee end-to-end payroll processing in BambooHR for all employees, ensuring accuracy, compliance, and timeliness.
• Resolve tax notices and manage tax registration for new states.
• Ensure compliance with federal, state, and local payroll tax regulations across multiple jurisdictions.
• Partner with Finance and HR teams to reconcile payroll accounts, resolution of discrepancies and preparation of reports including summaries of earnings, taxes, deductions, leave, disability and non-taxable wages.
• Address payroll-related inquiries and resolve discrepancies in a timely and professional manner.
• Identify and implement process improvements to enhance payroll efficiency and accuracy.
•  Ensure timely and accurate processing of approved reimbursements in accordance with standard payroll practices.
• Track and report taxable reimbursements (e.g., commuting stipends, per diems exceeding IRS limits).
• Reconcile expense reimbursements with payroll records for audit and compliance purposes. Maintain documentation and records to support audits.
• Collaborate with Finance on monthly reconciliation of employee expense reports and payments.
• Run regular audits to catch duplicate submissions, policy violations, or unusual claims.
• Provide training or FAQs for employees on using time and expense platform and understanding reimbursement procedures.
• Serve as a point of escalation for reimbursement disputes or exceptions.
• Manage and administer the organization’s self-funded health benefits plan, including medical, dental, vision, and other offerings.
• Conduct benefits overview sessions with new hires to educate them on benefits offerings. Educate employees on the organization's total rewards offerings, fostering understanding and engagement.
•  Act as the primary contact for employees regarding benefits enrollment, changes, and inquiries.
• Serve as the primary liaison with third-party administrators, brokers, and insurance carriers.
• Manage annual benefits renewal, open enrollment, and communications to employees.
• Complete annual ACA reporting requirements.
• Oversee compliance with ERISA, ACA, HIPAA, and other applicable regulations.
• Assist employees with health claim inquiries.
•  Review 401k deferral report to ensure the profit-sharing amounts are set-up correctly in BambooHR based on changes in employee deferrals.
• Oversee 401k audits from a payroll and human resources perspective.
• Assist with onboarding and offboarding processes related to payroll and benefits.
• Participate in ad hoc HR projects.

Qualifications

• Bachelor’s degree in Human Resources, Accounting, Business Administration, or a related field, or equivalent experience.
• Minimum of 5 years of experience in payroll and benefits administration, preferably in a multi-state environment.
• Proficiency with payroll systems (e.g., ADP, Paylocity) and HRIS platforms. Experience with BambooHR highly desired.
• Demonstrated success in handling payroll tax compliance and registration across multiple U.S. states.
•   Experience conducting 401(k) audits and working with expense reimbursement platforms.
• Deep understanding of federal and state labor/payroll tax regulations, ACA, ERISA, HIPAA, and COBRA.

Preferred Skills

• Certified Payroll Professional (CPP) or other relevant certifications.
• CEBS (Certified Employee Benefit Specialist) or PHR/SPHR/SHRM-CP/SHRM-SCP is a plus
• Experience in professional services organizations or remote workforce environments.
• Familiarity with regulatory reporting and compliance for payroll and benefits.

Benefits

We offer competitive pay with and performance-based bonus. Our employees also enjoy unlimited paid time off and a flexible and affordable benefits program designed to help you be and stay well, including: medical, dental & vision coverage, flexible spending accounts, health reimbursement account, and a 401(k) plan with a company match. Additionally, you’ll have the benefit of working alongside enthusiastic and energetic teammates in a dynamic and thriving environment. HSO is an Equal Opportunity Employer.

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