Payroll & Benefits Manager

Proven Business Systems LLC•Tinley Park, IL

21h•Onsite

About The Position

The Payroll & Benefits Manager leads Proven IT’s payroll, benefits and 401(k) administration across all operations—including newly acquired entities—by managing payroll processes, tax compliance, reporting, and audit controls. You ensure accuracy in employee classification, deductions, wage compliance, and workflows while maintaining high fidelity in payroll-related systems.

Requirements

Bachelor’s degree in Accounting, HR, Business Admin, or related field
5-10 years of payroll administration experience
Extensive knowledge of payroll processing, tax withholding, garnishments, and compliance
Proficiency in payroll software (Paylocity preferred) and MS Office
Highly detail-oriented, analytical, and organized
Capability to maintain strict confidentiality and manage multiple tasks independently
Valid driver’s license and reliable form of transport
Extended computer and desk-based work
Frequent handling of office and payroll documents
Ability to sit for prolonged periods
Ability to lift up to 15 lbs (e.g. payroll materials, printouts)

Responsibilities

Oversee end-to-end payroll processing for multiple entities, including Proven Business Systems, Proven IT Colorado, and Partners, across multiple semi-monthly payroll cycles
Complete system onboarding for new hires and rehires, ensuring accurate setup across all payroll and benefits platforms (Paylocity, Employee Navigator, Principal)
Ensure I-9 compliance and timely submission of E-Verify cases
Classify workers appropriately in accordance with federal, state, and local regulations (exempt vs. non-exempt; salaried vs. hourly)
Manage payment of salaries, bonuses, commissions, and other supplemental wages
Ensure timely and accurate withholding and remittance of applicable taxes, deductions, 3rd party sick pay, net pay calculations, wage garnishments, child support orders, and tax levies
Assist with compensation reviews and market-based adjustments by participating in salary surveys and conducting market data research to ensure position salary ranges remain competitive and equitable
Complete employee terminations, including final pay calculations and compliance with state-specific wage payment laws
Facilitate internal and external audits and maintain compliance with wage and hour laws and payroll regulations
Monitor and interpret federal, state, and local legislative changes related to payroll processing and implement required updates to ensure ongoing compliance
Maintain payroll disaster recovery, fraud prevention, internal controls, and record retention procedures
Coordinate payroll year-end processing, reconciliations, and payroll system audits
Ensure accuracy and timely delivery of year-end and regulatory reporting, including W-2 forms and ACA 1095-C forms
Manage payroll and benefits software setup, maintenance, and integrations, including Paylocity, Employee Navigator, and Principal
Serve as the primary point of contact for the functionality of the Time Report application and reporting
Review employee timecards for accuracy, proper job coding, and overtime calculations
Partner with Jedi to resolve timekeeping system inaccuracies and end-user issues
Proactively identify and propose payroll, timekeeping, and benefits system improvements to enhance efficiency, accuracy, and compliance
Track FMLA leave usage and ensure accurate benefit premium payments for employees on leave
Monitor and administer FAMLI leave requests for Proven IT Colorado, including calculation and processing of quarterly payments to the private insurance administrator (ShelterPoint)
Maintain a high level of confidentiality and discretion when handling sensitive employee and company data
Serve as a trusted payroll and benefits resource for employees, providing clear explanations and timely issue resolution
Perform additional duties and special projects as assigned
Contribute to annual benefits renewal strategy and open enrollment preparation and execution
Answer employee benefits questions and provide guidance related to enrollments, life events, and COBRA-qualifying events
Audit benefit invoices for accuracy and eligibility and submit for payment to vendors
Track benefit enrollments and eligibility changes across all benefit programs
Track, audit, and upload employee and employer contributions
Upload 401(k) contributions after each payroll to maintain proper contribution timing
Maintain deferral/contribution accuracy before each payroll submission to prevent missed deferrals
Prepare annual data submission for compliance testing and employer match calculations
Serve as the primary point of contact for the annual 401(k) audit, providing auditors with accurate and timely data in accordance with sample selection requirement
Perform other assignments as required

Benefits

Group health insurance (Cigna network, 2 PPO plans or High Deductible Health Plan with employer contributions to HSA)
Dental benefits
Vision PPO plan (EyeMed network)
Voluntary worksite benefits (critical illness, hospital indemnity, accident coverage, short-term disability insurance, supplemental life, pet insurance)
Employee discount program
Home and auto insurance services
Commuter/transit FSA
Employer-provided Life/AD&D Insurance ($25,000)
Employer-provided Long-Term Disability (LTD) insurance
Employee Assistance Program (Disability Resource Services through BlueCross BlueShield of Illinois)
401K Plan (administered by Principal Financial Services) with employer match (100% of first 3% of deferrals + 50% of next 2%)
Financial Advisory Services (Merrill Lynch)
Permissive Time Off Policy
Parental Leave (90-days paid Maternity, 10-days paid Paternity after 24 months of employment; unpaid for less than 24 months)
On-site Fitness Center (free, 24/7 at Tinley Park headquarters)