Payroll & Benefits Administrator

Aston Carter•Virginia Beach, VA

1d•$55,000 - $75,000•Onsite

About The Position

The Payroll & Benefits Administrator is responsible for accurately and efficiently processing multi-state payroll, administering a comprehensive range of employee benefits, and maintaining precise employee records. This role ensures full compliance with federal, state, and local employment laws while serving as a primary point of contact for employees on payroll, benefits, leave administration, and HR-related inquiries. The position requires strong confidentiality, professionalism, and attention to detail, as well as the ability to support a growing organization with weekly payroll cycles and ongoing HR support.

Requirements

3–5+ years of payroll processing experience utilizing an HRIS system, including exposure to benefits and HR functions.
Proven experience processing multi-state payroll on a weekly basis, including jurisdictions such as Virginia, Maryland, Florida, and Puerto Rico.
Hands-on experience using Paychex for payroll processing.
Ability to review and audit payroll data, including timecards, pay rates, deductions, and payroll changes, with a high level of accuracy.
Strong understanding of payroll compliance requirements, including garnishments, child support orders, tax levies, and wage assignments.
Experience reconciling payroll reports and general ledger entries.
Proficiency in Microsoft Excel, including use of prebuilt VLOOKUP formulas and the ability to manage tracking spreadsheets.
Ability to create pivot tables in Excel for payroll and benefits data analysis.
Experience administering health, dental, vision, life insurance, disability, voluntary benefits, and 401(k) plans.
Knowledge of benefit eligibility rules, waiting periods, and qualifying life events.
Experience supporting leave administration, including FMLA, ADA accommodations, workers’ compensation, and other leave programs.
Strong HRIS data management skills, including maintaining accurate personnel and payroll records.
Professional and clear communication skills, with the ability to work in a highly employee-facing role.
Demonstrated ability to maintain strict confidentiality and handle sensitive information with discretion.
Familiarity with federal, state, and local employment laws and regulations related to payroll and benefits.

Nice To Haves

Experience with Puerto Rico payroll processing.
Familiarity with SHRM resources or standards.
Associate or bachelor’s degree in human resources, accounting, business, or a related field.
Experience supporting annual open enrollment and benefits communications.
Comfort conducting benefits orientations and explaining complex benefits information in clear, accessible language.
Experience generating HR and payroll reports for management and responding to audit requests.
Ability to identify and recommend process improvements in payroll and benefits administration.
Strong customer service mindset, with experience handling employee inquiries about payroll, benefits, and HR policies.
Ability to manage multiple deadlines and prioritize tasks in a weekly payroll cycle environment.

Responsibilities

Process multi-state payroll accurately and on time in accordance with company policies and applicable federal, state, and local laws.
Review and audit employee timecards, pay rates, deductions, and payroll changes prior to each payroll run to ensure accuracy.
Maintain detailed payroll records and employee earnings histories in the HRIS and related systems.
Process new hire, termination, promotion, transfer, and compensation changes in payroll and HR systems.
Administer garnishments, child support orders, tax levies, and wage assignments in compliance with legal requirements.
Reconcile payroll reports and general ledger entries to ensure accurate financial reporting.
Coordinate payroll tax filings and assist with quarterly and annual payroll reporting requirements.
Process bonus payments, commissions, and special payroll runs as needed.
Assist with year-end processing, including preparation and distribution of W-2 forms.
Administer health, dental, vision, life insurance, disability, and voluntary benefit programs for employees.
Manage employee benefit enrollments, qualifying life events, and terminations in benefit systems.
Conduct benefits orientations for new hires and provide ongoing benefits education to employees.
Support annual open enrollment activities, including employee communications and system updates.
Serve as a liaison between employees and benefit providers to resolve coverage, billing, and claims issues.
Reconcile monthly benefits invoices and ensure accurate payroll deductions for all benefit plans.
Assist with 401(k) plan administration, including eligibility tracking, employee enrollment, and compliance requirements.
Monitor employee benefit eligibility and waiting periods to ensure timely and accurate coverage.
Maintain employee personnel files and HRIS records in an accurate, organized, and confidential manner.
Prepare employment verification letters and respond to verification requests as needed.
Assist with onboarding and offboarding processes, ensuring that payroll and benefits changes are completed accurately and on time.
Support leave administration, including FMLA, ADA-related accommodations, workers’ compensation, and other leave programs.
Maintain compliance with labor laws, company policies, and reporting requirements related to payroll and benefits.
Assist with employee communications, policy acknowledgments, and training administration.
Generate HR and payroll reports for management and leadership as requested.
Maintain strict confidentiality of employee payroll, benefits, and personnel information.
Ensure ongoing compliance with federal, state, and local employment regulations related to payroll and benefits.
Assist with audits, benefit plan testing, payroll audits, and regulatory reporting, providing required documentation and explanations.
Maintain accurate records in accordance with company record retention policies.
Stay current on payroll, tax, and benefits regulations and recommend process improvements to enhance accuracy and efficiency.
Utilize prebuilt Excel VLOOKUPs and tracking spreadsheets to separate and analyze data by salary, hourly, and other categories.
Engage directly with employees to answer payroll and benefits questions, provide guidance, and deliver a high level of customer service.