Payroll Tax and Benefits Specialist

Helios HVACR Services•Sellersville, PA

12d•$65,000 - $75,000

About The Position

The Payroll Tax and Benefits Specialist supports day-to-day human resources operations, with an emphasis on compliance administration, benefits oversight, and employer tax account management. The role maintains employer tax accounts, unemployment systems, and benefits programs while providing responsive support to employees and leadership. It serves as a compliance steward and operational partner across the organization. The position manages multi-state employer tax and unemployment accounts, supports payroll tax filings and compliance activities, and administers benefits for field and office employees. It also supports employee wellness communications, HRIS administration, audits, documentation, and regulatory reporting.

Requirements

5+ years of progressive HR experience, including benefits administration, unemployment management, and employer tax registrations.
Strong organizational and administrative accuracy, including precise recordkeeping across HRIS, payroll, state portals, and benefit systems.
Understanding of multi-state unemployment, tax, and wage requirements across jurisdictions.
Strong tracking practices for claims, tax accounts, benefits, and ACA reporting.
Professional judgment and discretion in handling confidential employee and compliance information.
Clear communication skills to explain benefits and compliance topics to employees, managers, and leadership.
Ability to work autonomously and collaborate with payroll, finance, operations, and external vendors.
Ability to sit at a desk for extended periods.
Capacity to respond quickly and effectively to emergency requests.
Ability to communicate clearly and professionally in fast-paced or high-pressure environments.

Nice To Haves

Bachelor’s degree in human resources, Business Administration, or a related field.
Experience managing multi-state tax or unemployment accounts.
Experience working with ADP HRIS and payroll system.
SHRM-CP or PHR certification.
Industry experience in HVAC, construction, mechanical services, or skilled trades.

Responsibilities

Open, update, and close state employer tax accounts as business needs or operational changes require.
Manage State Unemployment Insurance (SUI) accounts and ensure appropriate rate assignments.
Oversee state SIDES accounts and ensure timely, accurate responses to unemployment claims.
Monitor tax rate notices and unemployment rate changes; investigate and resolve discrepancies.
Partner with payroll to ensure correct tax jurisdiction setup for technicians working across state lines.
Maintain documentation and credential tracking for employer tax accounts and state registrations.
Assist with monthly, quarterly, and annual payroll tax filings processed through the payroll vendor.
Maintain current knowledge of federal, state, and local payroll regulations.
Assist with special projects such as W-2 reconciliation, audits, and year-end processing.
Ensure payroll documents, records, and reports meet audit and compliance standards.
Administer medical, dental, vision, HSA, 401(k), voluntary, and ancillary benefit programs.
Conduct new-hire benefit enrollment sessions for technicians and office staff.
Process qualifying life events and benefit terminations accurately and on time.
Coordinate payroll deductions for hourly and salaried employees; audit and reconcile benefit billing.
Support annual open enrollment planning and execution, including employee communications and system configuration.
Liaise with employees, brokers, carriers, and third-party administrators to resolve eligibility and coverage issues.
Track ACA eligibility and compliance for full-time and variable-hour employees.
Manage preparation, validation, and distribution of annual 1095-C forms in accordance with ACA reporting requirements.
Support payroll processes related to benefit deductions, 401(k) contributions, and benefit reporting.
Develop and distribute employee wellness communications and newsletters.
Promote benefit utilization and wellness initiatives through consistent communications.
Coordinate wellness campaigns and educational resources; track participation and engagement metrics.
Ensure communication materials are clear, compliant, and accessible.
Maintain HRIS records for a multi-location workforce.
Support audits, documentation requests, and compliance reporting.
Maintain required labor law postings for multi-state locations.
Provide ad hoc HR administrative support as needed to support organizational growth and operational demands.