Senior Payroll and Benefits Specialist - Bilingual Spanish Preferred

Optimas Solutions•Wood Dale, IL

94d•$76,018 - $95,022•Hybrid

About The Position

The Senior Payroll & Benefits Specialist is responsible for leading the day-to-day execution, accuracy, and compliance of payroll and benefits administration for U.S.-based employees. This role owns multi-state payroll processing, benefits operations, and leave of absence administration, ensuring all activities are executed in compliance with federal, state, and local regulations. This position serves as a key partner to the Manager, Payroll & Benefits, with a strong emphasis on regulatory compliance, audit readiness, and process integrity. The Senior Specialist acts as a subject matter expert, proactively identifying risks, driving process improvements, and supporting strategic initiatives. This role is ideal for a high-performing professional who demonstrates ownership, sound judgment, and readiness to evolve into a leadership role. This person will be a compassionate internal partner to our Spanish-speaking coworkers in navigating complex payroll and benefits questions.

Requirements

5+ years of progressive experience processing multi-state payroll
5+ years administering employee benefits programs in a complex environment
Bilingual Spanish skills both spoken and written
Demonstrated experience managing leave of absence programs (FMLA, ADA, disability, state/local requirements)
Strong knowledge of federal, state, and local payroll and benefits regulations
Experience supporting compliance, audits, and regulatory reporting
Proven ability to identify and implement process improvements
High attention to detail with strong analytical and problem-solving skills
Ability to manage sensitive and confidential information with discretion
Strong organizational skills with the ability to manage multiple priorities in a deadline-driven environment
Excellent communication and stakeholder management skills
Excellent internal customer service focus and comfortable translating complex payroll and benefits information to our Spanish-speaking co-workers

Nice To Haves

Experience with UKG (UltiPro) or similar HRIS/payroll systems
Exposure to payroll reconciliations, audits, and compliance reporting
Intermediate Excel skills (pivot tables, formulas, data analysis)

Responsibilities

Lead full-cycle bi-weekly and weekly multi-state payroll processing for U.S. employees
Ensure accurate calculation of wages, taxes, garnishments, deductions, and adjustments in compliance with all applicable laws
Perform advanced payroll reviews, identify discrepancies, and resolve issues prior to finalization
Process complex and off-cycle payments including terminations, bonuses, commissions, and equity-related transactions
Maintain payroll records to ensure audit readiness, accuracy, and regulatory compliance
Partner cross-functionally with HR, Finance, and external providers to ensure data integrity and alignment
Support payroll reconciliations including general ledger tie-outs, quarterly filings, and year-end processes (W-2)
Participate in payroll system enhancements, implementations, testing, and continuous improvement efforts
Administer and optimize day-to-day operations of employee benefits programs (medical, dental, vision, 401(k), disability, and voluntary benefits)
Act as the primary escalation point for complex benefits issues and employee inquiries
Ensure accurate and timely processing of enrollments, life events, and terminations across HRIS and vendor systems
Partner with brokers and vendors to manage service delivery, resolve escalated issues, and maintain data integrity
Lead operational execution of open enrollment, including system validation, reconciliation, and employee support
Administer and oversee leave programs including FMLA, ADA, disability, and multi-state/local leave laws
Ensure compliance with evolving federal, state, and local regulations; escalate risks or gaps proactively
Coordinate with employees, leadership, HR, and third-party administrators to manage cases end-to-end
Maintain accurate tracking, documentation, and payroll integration for all leave activity
Serve as a subject matter expert on leave compliance and best practices
Lead and support employee wellness initiatives with a focus on engagement and participation
Evaluate program effectiveness and recommend enhancements
Contribute to initiatives that improve overall employee experience related to benefits
Review, audit, and approve benefits-related invoices for accuracy and alignment with enrollments
Partner with Finance to ensure timely processing and reconciliation
Liaise with vendors to resolve discrepancies and improve service performance
Identify and implement process improvements to enhance efficiency, scalability, accuracy, and compliance
Drive standardization and documentation of workflows and SOPs
Support system optimization initiatives and automation opportunities
Recommend best practices aligned with industry standards
Partner closely with the Manager, Payroll & Benefits on compliance strategy, audit readiness, and risk mitigation
Generate, analyze, and validate payroll and benefits reports to ensure accuracy and compliance
Support key regulatory filings and requirements (ACA, 401(k), payroll tax filings, audits, etc.)
Maintain documentation aligned with federal, state, and local regulations
Prepare materials and actively support internal and external audits, including responding to audit requests
Stay current on regulatory changes and recommend process or policy adjustments