Payroll and Benefits Administrator

JOURNEY MENTAL HEALTH CENTER INC•Madison, WI

3d•Hybrid

About The Position

The Payroll and Benefits Administrator is responsible for accurate and timely administration of payroll, employee benefits, leave programs, and related compliance activities. The position manages the full payroll cycle, oversees benefit programs and enrollments, maintains HRIS and employee records, coordinates reporting and audits, and serves as a confidential resource for employees and leadership on payroll, benefits, and human resources matters. The administrator works closely with Human Resources, Finance, and management to ensure regulatory compliance, data integrity, reporting, and responsive employee service. The position is based at the Kessel Court Campus in Madison, Wisconsin. The work is in person or limited hybrid, with a day shift and negligible travel. The role requires driving, sitting, standing, light lifting, bending, and reaching, as well as using standard office equipment. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Candidates must successfully pass the Background Information Disclosure process required for entity employees and contractors, including background and criminal checks under Wisconsin’s Caregivers Law.

Requirements

Three to five years of experience in payroll, benefits administration, human resources, or a related field.
Experience administering employee benefits programs and payroll processes.
Knowledge of payroll tax regulations and employment-related compliance requirements.
Experience working with HRIS, payroll systems, and large databases.
Experience with ACA compliance and reporting.
Experience with compensation analysis and wage surveys.
Thorough knowledge of payroll principles, practices, tax regulations, and employment laws.
Knowledge of employee benefits administration, retirement plans, leave management, ADA, FMLA, COBRA, ACA, and HIPAA requirements.
Proficiency with HRIS, payroll, and benefits administration systems.
Advanced Microsoft Excel and data analysis skills.
Strong analytical and problem-solving abilities, with exceptional attention to detail.
Ability to maintain strict confidentiality and handle sensitive employee information.
Strong organizational skills and ability to manage multiple priorities and deadlines.
Strong customer service, interpersonal, and communication skills.
Ability to interpret policies, regulations, and plan documents and explain them to employees and managers.
Ability to accurately reconcile payroll, benefits, and financial data.
Ability to work independently, exercise sound judgment, and collaborate effectively with cross-functional teams.
Commitment to continuous improvement, accuracy, compliance, and employee support.
High school education level.
Ability to drive, sit, stand, lift light items, bend, reach, and use standard office equipment.

Responsibilities

Prepare, process, audit, issue, and distribute payroll for all employees.
Ensure accurate payroll data, including earnings, deductions, benefits, taxes, leave balances, and direct deposits.
Manage garnishments, child support orders, tax levies, and other payroll deductions in compliance with applicable laws.
Process payroll deduction payments and payroll tax deposits.
Review and audit quarterly and annual payroll tax reports, including W-2s and other required filings.
Manage year-end payroll processes and new-year payroll setup.
Maintain payroll-related general ledger allocations and reporting.
Maintain accurate and confidential payroll records; process employment verifications and wage information requests.
Maintain payroll policies, procedures, and documentation.
Administer employee benefit programs, including health, dental, vision, life, disability, retirement, and voluntary benefits.
Coordinate benefit enrollments, changes, terminations, and annual open enrollment.
Conduct new employee benefits orientation and education, and respond to employee benefit questions and issues.
Manage COBRA administration and related communications.
Coordinate benefit premium payments and reconciliations.
Prepare retirement plan contribution reports and support plan administration, census preparation, audits, and reporting.
Assist with Affordable Care Act reporting and compliance requirements.
Assist with developing and maintaining Summary Plan Descriptions and benefits communications.
Maintain employee, payroll, and benefits records in the HRIS and related systems; audit records for accuracy and integrity.
Maintain confidential personnel and compensation information and comply with document retention requirements.
Generate reports and analytics for management, Finance, auditors, and regulatory agencies.
Ensure compliance with federal, state, and local payroll, tax, benefits, wage and hour, and employment regulations.
Prepare reports for government agencies, auditors, and organizational leadership; support annual financial, payroll, retirement plan, and benefits audits.
Assist with compensation analyses, salary surveys, and workforce reporting.
Monitor regulatory changes affecting payroll and benefits and recommend process updates.
Coordinate and reconcile information between Human Resources and Finance.
Provide training and guidance to employees and supervisors on payroll and benefits processes.
Assist with developing and implementing HR policies and procedures; provide backup for other HR functions as needed.
Participate in committee meetings, special projects, and organizational initiatives.