Senior Benefits and Payroll Specialist

Role Overview

• Own end to end payroll processing, ensuring accuracy across timesheets, tips, deductions, benefits, and all pay related details
• Review and validate payroll inputs, proactively identifying and resolving discrepancies
• Manage off-cycle payroll, including bonus calculations, final checks, and payments for contractors, in partnership with the VP of People
• Maintain and ensure compliance with federal, state, and local wage and hour laws, including overtime, meal penalties, and employee classifications
• Review and validate payroll calculations, including overtime, paid time off, prorations, and other earnings, to ensure accuracy and compliance
• Manage garnishments, tax updates, and related agency communications, ensuring all requirements are met
• Prepare and review year-end payroll filings, including W-2s and 1099s
• Serve as a key point of contact for payroll, tax, and timekeeping questions, providing guidance and escalating issues as needed
• Register and maintain all state and local municipality withholding rates
• Partner with the VP of People teams to ensure payroll changes, reporting, and communications are accurate and timely
• Maintain accurate payroll records and handle all information with a high level of confidentiality and discretion
• Prepare and analyze comprehensive payroll reviews for submission to senior management by compiling summary reports for earnings, taxes, deductions, leave, etc.
• Generate and distribute detailed hourly wage reports for departmental managers to facilitate informed decision-making
• Break down payroll expenses by department, category, and class to record journal entries in QuickBooks for every pay run
• Calculate and prepare month-end accruals for payroll, bonuses, tips, 401(k) contributions, and other earnings categories as required, reconciling all information for financial integrity
• Assist in quarter-end and year-end financial reconciliations and reporting
• Administer and maintain benefits programs, including medical, dental, vision, 401 (k), and disability, ensuring accurate enrollment and payroll deductions
• Serve as a key point of contact for employee benefits questions, providing clear guidance and support
• Manage leave of absence processes, including parental leave and disability, ensuring compliance with applicable laws and company policies, in partnership with the VP of People
• Review and approve leave requests in accordance with legal requirements and internal guidelines
• Partner with vendors and brokers to support benefits administration and resolve issues as they arise
• Support open enrollment execution, including system setup, employee communication, and enrollment accuracy
• Audit and reconcile benefits, billing, and payroll deductions on a regular basis, ensuring accuracy across 401k, medical, dental, vision, and other benefit programs
• Maintain accurate records and ensure compliance with all applicable federal, state, and local benefits regulations
• Maintain accurate employee data within HRIS, ensuring alignment across payroll, benefits, and compliance records
• Conduct regular audits of benefits eligibility, payroll data, and employee classifications to ensure accuracy and compliance
• Own recurring compliance processes and reporting, including ACA, EEO-1, Bureau of Labor Statistics, and California Pay Data reporting
• Track and manage all compliance deadlines using the company compliance tracker, ensuring all required filings, audits, and updates are completed on time
• Administer workers’ compensation and workplace safety processes, including claim tracking, OSHA 300A recordkeeping and reporting, and coordination with internal stakeholders and insurance carriers to ensure compliance.
• Support and track required employee compliance trainings, including anti-harassment, workplace violence prevention, and other state or role-based certifications
• Audit training completion and follow up as needed to ensure ongoing compliance across the organization
• Partner with People and Finance teams to support audits such as workers’ compensation and 401k, ensuring data accuracy and timely completion
• Research and stay current on payroll, benefits, and compliance requirements, escalating risks or changes as needed
• Maintain accurate records and handle all information with a high level of confidentiality and discretion

Requirements

• Minimum of 5+ years of in-house payroll and benefits experience
• Experience managing multi-state payroll, including hourly employees, tips, and variable compensation
• Strong understanding of California wage and hour laws
• End-to-end payroll processing, including off-cycle runs and adjustments
• Experience administering benefits programs and supporting open enrollment
• Solid understanding of payroll and benefits related laws
• wages and hour, leave of absence, and ACA
• Experience working in a fast-paced or high-growth environment, with the ability to adapt as processes and priorities evolve
• Strong attention to detail and accuracy in handling sensitive and time-sensitive data
• Strong communication skills with a proactive, high-touch approach to supporting employees

Benefits

• Unlimited Paid Time Off
• Healthcare coverage: up to 90% company contribution for employees and 25% for dependents
• Voluntary vision, dental, and accidental plans
• 401(k) with up to 4% company match
• 12 weeks of paid Equal Parental Leave, $500 Baby Bonding Bucks, and a sustainable baby gift
• Booch, spirit, and soft good perks
• And more!