Payroll & Benefits Specialist

The Phillips Collection-posted 13 days ago
$70,000 - $76,000/Yr
Full-time • Mid Level
Washington, DC
251-500 employees
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The Payroll and Benefits Specialist is responsible for administering full-cycle payroll, benefits, and employee leave programs for over 190 employees, both exempt and non-exempt. This role ensures the timely and accurate processing of payroll data, including managing timekeeping for all employees and overseeing payroll systems. Additionally, the specialist manages health and welfare benefits enrollment, which involves auditing invoices for all programs. Other responsibilities include data entry and system updates in ADP Workforce Now, as well as coordinating outbound vendor interfaces while maintaining data integrity.

  • Administer bi-weekly payroll for all employee categories (exempt and non-exempt) within the Human Resource Information System (HRIS).
  • Review bi-weekly payroll time data, employee maintenance records, tax information, direct deposits, and the processing of new hires and terminated employees.
  • Calculate and input all personnel changes, including pre- and post-tax deduction adjustments, overtime pay, shift differentials, and retroactive pay, ensuring timely processing.
  • Review and import hours from the time and attendance system, accurately enter tax and direct deposit information, and manage regulatory requirements (e.g., garnishments, tax levies, support orders) along with other necessary pay adjustments.
  • Prepare and issue manual checks as needed.
  • Monitor internal controls to ensure payroll and employee records remain secure and confidential.
  • Implement and maintain payroll best practices to enhance efficiency, collaborating with the human resources team to improve payroll and HRIS processes.
  • Work closely with the HR team and the Accounting department to prepare weekly, monthly, quarterly, and annual reports using the HRIS.
  • Compile payroll data, such as 403(b) deductions, garnishments, paid time off (PTO), sick leave, excess leave balances, and health and welfare program premiums.
  • Execute and audit ADP outbound interfaces sent to third-party vendors.
  • Write and run reports as required using ADP Reporting tools.
  • Maintain a strong understanding of federal and state laws regarding income tax withholding and labor regulations.
  • Prepare emergency payroll checks according to local, state, and Federal law.
  • Manage troubleshooting for technical issues with providers and vendors.
  • Manage employee benefits, including orientation, timely enrollment and termination, and auditing and approving monthly invoices.
  • Handle health and welfare enrollment forms and termination notifications for participants and insurance vendors.
  • Plan and administer the annual open enrollment period, which includes preparing or updating materials, maintaining the online platform, distributing information, conducting meetings to communicate changes to employees, arranging for on-site and virtual presentations by providers, and processing changes and confirmations within deadlines.
  • Address benefit inquiries to ensure timely and accurate resolutions. Maintain communication with employees and beneficiaries to facilitate proper and complete utilization of benefits for all employees.
  • Coordinate with third-party administrators to manage disability claims in accordance with the plan.
  • Maintains data integrity and accuracy for the 403(b) Retirement plan. Supports annual 5500 filing requirements.
  • Plan, conduct, and report the results of audits to ensure that all enrollments and dependent information are accurate for each employee. Work closely with the Accounting department for quarterly and year-end audits (payroll, ACA, benefits, 403b Retirement, etc.).
  • Receive, analyze, reconcile, and prepare benefit invoices for payment.
  • Administer COBRA enrollments and changes and manage responses to unemployment claims.
  • Collaborate with HR Generalist to administer TPC Connects (Total Rewards Program) to promote health and wellness programs.
  • Collaborate with departmental supervisors and managers to ensure that hours are reported accurately and on time using ADP Workforce Now’s Time Labor Management System.
  • Assist employees in determining their eligibility for leave programs and their availability for taking leave.
  • Help employees create a calendar outlining the necessary time frame, leave usage, and any enrolled benefits that may be affected.
  • Collaborate with the HR Generalist to coordinate and conduct the new employee onboarding process, including presenting benefits information to help employees understand the available benefit plans and enrollment options.
  • Promptly address any queries or discrepancies that arise.
  • Work with the HR Generalist to ensure timely and accurate updates to the employee master file.
  • Support engagement, training, and teambuilding programs for the HR team and department.
  • Perform any other assigned duties as needed.
  • An Associate’s Degree in Accounting, Business, or a related field is preferred, along with 3-5 years of equivalent experience in payroll and benefits within a similarly sized organization.
  • Demonstrated experience using ADP Workforce Now is required.
  • Proficiency in Excel and the use of MS Office 365 programs is mandatory.
  • Excellent communication skills, both written and verbal, are essential.
  • Strong time management, problem-solving, organizational skills, and the ability to follow through on tasks are necessary.
  • Must be able to respond quickly and accurately to data requests and provide outstanding customer service.
  • Ability to respect and maintain highly confidential information is crucial.
  • Must be capable of working independently or with minimal supervision.
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