Payroll & Benefits Specialist

Gulf of Maine Research Institute•Portland, ME

About The Position

The Gulf of Maine Research Institute (GMRI) develops and delivers collaborative solutions to global ocean challenges. We are dedicated to the resilience of the Gulf of Maine ecosystem and the communities that depend on it. To learn more, visit gmri.org. The Payroll & Benefits Specialist serves as GMRI's subject matter expert for payroll operations and employee benefits administration. This role owns the full payroll cycle from entry through reconciliation and reporting, administers all benefit and leave programs, and ensures compliance with federal and state requirements. The Specialist is the primary resource for staff questions on pay, deductions, leave accruals, and benefits, providing accurate, timely, and confidential support to employees at all levels.

Requirements

Associate or bachelor's degree in human resources, accounting, business, or a related field, or equivalent experience.
Three or more years of hands-on payroll processing and benefits administration experience.
Working knowledge of federal and state wage and hour law, payroll tax requirements, leave laws (FMLA, Maine PFML), and benefits compliance (ACA, COBRA, ERISA basics).
Experience with payroll/HRIS systems and strong Excel skills.
Proven ability to manage confidential information with discretion and sound judgment.
Strong attention to detail and the ability to meet recurring, non-negotiable deadlines.
Excellent verbal and written communication and interpersonal skills.

Nice To Haves

FPC or CPP certification (or CEBS coursework).
Experience with Maine-specific requirements, including Maine PFML.
Nonprofit payroll experience, including grant-funded position allocations.

Responsibilities

Own end-to-end payroll processing, including all entries, allocations, verification, and on-time submission each pay cycle.
Maintain and optimize payroll systems, including earnings codes, deduction codes, and paid leave accrual rules.
Prepare and reconcile all payroll reporting to meet internal and external requirements, including tax filings, quarterly reconciliations, and year-end processing (W-2s).
Administer withholdings, benefit deductions, garnishments, and paid leave allocations, including Maine Paid Family and Medical Leave contributions.
Process all new hires, status changes, and terminations in the payroll system, ensuring accuracy of final pay and accrual payouts.
Serve as the primary point of contact for employee payroll questions, including wages, deductions, leave accruals, and 401(k) contributions.
Maintain electronic payroll and personnel records in compliance with record keeping requirements.
Administer all employee benefit plans, including health insurance, 401(k), and leave programs, from enrollment through termination.
Lead annual open enrollment, including system setup, employee communications, and staff education sessions.
Reconcile monthly benefit insurance invoices and resolve discrepancies with carriers.
Coordinate benefits compliance activities, including COBRA administration, ACA reporting, required notices, and support for the annual 401(k) audit and Form 5500 filing.
Develop and deliver benefits training and educational materials so staff understand and can make full use of their benefits.
Serve as liaison to benefit brokers, carriers, and the 401(k) plan administrator.
Administer all leave programs, including FMLA, Maine PFML, parental leave, and organizational leave policies.
Serve as the primary point of contact for employees and supervisors on leave eligibility, application processes, and pay continuation during leave.
Coordinate the interaction of leave programs with payroll, ensuring accurate pay, accrual handling, and benefit deduction continuation during leaves of absence.
Track leave usage, manage required notices and designation paperwork, and maintain confidential leave records in compliance with applicable law.
Coordinate with the accommodations process when leave intersects with ADA or other accommodation needs, escalating to HR leadership as appropriate.
Monitor evolving state and federal leave requirements and recommend policy and process updates.
Monitor changes in federal and Maine wage, hour, tax, and benefits regulations and recommend updates to policies and practices.
Maintain required Department of Labor postings and HR compliance documentation.
Maintain personnel record filing systems that meet GMRI's needs and comply with current employment law and best practices.
Document, update, and maintain payroll and benefits procedures to ensure continuity and audit readiness.
Support additional operational and compliance initiatives as needed.
Partner with Communications and Marketing to incorporate GMRI brand assets into recruiting, hiring, and onboarding materials, and submit social media requests to promote active job postings.
Maintain HR-related content on gmri.org, including job listings and staff bios, and coordinate new staff photos and bio collection.
Contribute HR content to internal communications channels (digital signage, staff presentation slides, Slack posts, surveys).