Payroll & Benefits Administrator

Montereau•Tulsa, OK

About The Position

The Payroll & Benefits Administrator is responsible for accurate, timely payroll processing and benefits administration. The role verifies payroll changes against approved source documents, maintains communication and cutoff processes among Human Resources, leaders, and payroll, and enters personnel action forms in UKG after approval. It processes regular and special payrolls, reviews timekeeping and payroll inputs, resolves discrepancies, maintains records, and completes payroll balancing, reporting, and reconciliations. The position administers benefit enrollments and changes, supports team members with pay and benefits questions, coordinates open enrollment and retirement plan administration, and handles payroll and benefits impacts of leaves and employment changes. It also supports tax filings, compliance reporting, audits, and vendor and carrier reconciliations. The role maintains process documentation and audit trails, protects sensitive information, monitors payroll data and direct-deposit changes, and reviews payroll errors to identify improvements. Other duties may be assigned.

Responsibilities

Verify new hires, terminations, pay rates, titles, and status changes against approved source documents before payroll processing.
Maintain payroll change communications and cutoff dates, and follow up on incomplete or late submissions.
Enter approved personnel action forms in UKG after routing and approval are complete; do not route or approve personnel actions.
Process regular and special payrolls, including earnings, deductions, taxes, benefits premiums, retirement contributions, commissions, garnishments, reimbursements, and authorized adjustments.
Review timecards, paid time off, shift differentials, overtime, bonuses, commissions, retroactive changes, and other payroll inputs for accuracy, completeness, authorization, and timeliness.
Resolve missing punches, timekeeping discrepancies, pay questions, and payroll corrections with leaders and team members.
Maintain payroll and benefit records for hires, status and compensation changes, transfers, leaves, and terminations.
Calculate and process paid time off payouts at separation and under applicable policies, verifying balances and approvals.
Balance, validate, and review payroll after processing; prepare funding requirements for Finance approval; investigate and document variances and adjustments.
Prepare recurring and ad hoc payroll, deduction, labor, and benefit cost reports for authorized stakeholders.
Reconcile payroll liabilities, benefit deductions, retirement contributions, payroll taxes, and other payroll-related accounts for Controller review and general ledger reporting.
Coordinate payroll tax filings, wage statements, unemployment responses, garnishments, levies, child support orders, and other payroll notices with providers and agencies.
Administer benefit enrollments, changes, and terminations for applicable benefit programs.
Process and verify new-hire elections, qualifying life event and dependent changes, evidence-of-insurability requirements, beneficiary information, and benefit terminations within required timeframes.
Respond to team member questions about pay, deductions, benefit eligibility, enrollment, coverage, claims-navigation resources, retirement contributions, and benefit procedures within service timeframes.
Coordinate annual open enrollment, including system setup and testing, communications, meetings, election review, carrier submissions, and post-enrollment audits.
Reconcile carrier invoices, payroll deductions, eligibility files, and vendor records; investigate discrepancies and coordinate corrections.
Support retirement plan administration, including enrollment, contribution changes, loan and distribution coordination, contribution reconciliation, required notices, and audit support.
Administer leaves of absence and their payroll and benefit impacts, including premium collection, paid time off, disability benefits, and return-to-work or termination changes, in coordination with Human Resources.
Provide payroll and benefit data for compliance activities and reporting, including Affordable Care Act reporting, COBRA administration, retirement plan testing and filings, workers compensation payroll information, audits, and required notices.
Maintain payroll and benefits calendars, process documentation, checklists, files, and standard operating procedures.
Maintain an auditable record of payroll and benefit changes, including source documents, approvals, and adjustments.
Verify direct-deposit and banking changes directly with team members using the established verification process before payroll processing.
Periodically audit UKG payroll data, including pay rates, earning and deduction codes, and tax settings, and coordinate corrections with HR Operations.
Protect confidential payroll, compensation, medical, benefit, banking, tax, and personally identifiable information and disclose it only to authorized individuals.
Maintain a payroll exception log and conduct monthly payroll error trend reviews; identify root causes and recommend practical process and service improvements.
Stay current on applicable federal and state wage-and-hour, payroll tax, benefits, privacy, and recordkeeping requirements and assist with organizational compliance.
Perform other duties as assigned.