We are a passionate, hardworking team deeply committed to solving hunger in Northern Illinois. We are innovators and experts who strive for better and unabashedly embrace opportunities with excitement and optimism. We seek diverse perspectives and believe in the power of collaboration. We celebrate our wins, learn from our misses, laugh often and invest in each team member's potential so that together, we thrive.

Job Title Description : Payroll and Benefits Manager

Classification: Exempt

Reports To: People Team Director

Salary Range: $60,798 - $75,998 Based on Experience

Position Summary

Northern Illinois Food Bank is seeking a Payroll and Benefits Manager who has a depth of payroll, FMLA, workers compensation and benefits knowledge, is organized, detail-oriented, takes initiative, a problem solver, service-minded and enjoys being part of a dynamic team!

This position is primarily responsible for managing and processing accurate biweekly payroll and managing overall administration of the company’s benefit programs including FMLA and 401(K) under the direct supervision of the People Team Director. Serves as the primary contact for questions regarding payroll, leaves, workers compensation and benefits.

Essential Functions

• Leverages the entire People Team as functional experts for guidance on more complex matters. Acts quickly and accurately providing answers (written, text, email, phone, in person) to questions about benefits, payroll, company policies, leave status, etc.
• Collects documentation and enters all changes into HRIS/payroll system and HR benefits system on a timely basis.
• Leads the department and food bank with ADP system usage updates and expert team member guidance and training.
• Manages the biweekly full-cycle payroll process in accordance with the schedule. Prepares 401(k) contribution report for biweekly transmission. Reviews biweekly processed payroll reports and W-2 information for accuracy. Prepares and audits salary, overtime, and other reports as needed. Completes government filings (unemployment, IDES, EEOC, etc.) as needed.
• Ensures compliance with federal, state, and local payroll, wage, and hour laws & best practices.
• Partners with the People Team Director and the Finance team to ensure accurate and timed payment of earned incentives, merit increases, and/or bonus payments. Accountable for maintaining the payroll log and recording/imputing specific payments into the appropriate pay period (i.e. Nexonia, Opt-Out payments, payroll adjustments, etc.
• Manages benefit enrollments, changes, terminations, and data transfers. Consistently reviews data in ADP to ensure content is accurate, including timecards and time off requests.
• Manages and audits all vendor invoicing and works with accounting to ensure timely payments.
• Is responsible for state withholding and unemployment registrations to ensure the organization is properly registered in applicable states.
• Works with Chief People Officer to develop benefit plan structure. Designs and assists with the annual open enrollment process, including the development and distribution of materials. Provides employee support, education, and communication regarding all benefit plans.
• Manages COBRA notifications upon termination.
• Serves as an additional liaison for ADP, brokers, vendors, auditors, and third-party administrators. Ensures plan compliance through timely, accurate, and thorough auditing, testing, filing, reporting, and communication.
• Manages the leave programs and policies in accordance with the applicable federal and state employment laws (FMLA, STD, LTD, ADA, USERRA, Pregnancy Discrimination Act, etc.) Works with the People Team Director to interpret and administer leaves outside their scope of work.
• Manages all administrative aspects of leave claims including tracking hours used/taken to ensure pay is accurate and correct.
• Manages the employee leave process to ensure all relevant complete medical documentation is submitted for timely review. Maintains appropriate contact with employees on leave and coordinates all aspects of return to work for employees on leave.
• Remains abreast of Federal, State, and Local legislative issues pertaining to employee benefits & payroll.
• Facilitates benefits section in onboarding.
• Manages incident portal (both volunteer & employee). Responsible for OSHA reporting.
• Manages workers compensation by submitting claims, follow -up and seeing process to completion.

Skills and Abilities

• Knowledge of Federal, State, and Local employment laws pertaining to Employee Compensation and Benefits Administration required, including EEOC, FLSA, ERISA, COBRA, FMLA, ADA, and Section 125.
• Ability to handle sensitive and confidential information.
• Able to prioritize and concurrently service multiple assignments while ensuring timely completion, accuracy, and quality.
• Proficiency in the use of Microsoft Office applications required, including Word, Excel, PowerPoint, and Outlook.
• Proficiency in the use of Human Resource Information systems and Payroll Administration systems required. Experience with ADP or web-based payroll preferred.
• Proven ability to work effectively in a team environment and maintain a "team" attitude and positive image of the company.
• Excellent organizational skills and attention to detail required.
• Experience in providing extraordinary customer service and assistance to colleagues.
• Must be able to work independently as well as collaboratively with colleagues.
• Must be able to sit and/or stand as well as speak/present for an extended period of time.

Preferred Education, Skills, and Experience

• Bachelor’s Degree preferred or 5 – 8 years of Human Resources experience.
• SHRM-CP, Professional in Human Resources (PHR) certification or Certified Payroll Professional preferred.
• Three to five years of recent experience with Payroll and Benefits Administration preferred, including the administration of Health Benefits, Flexible Spending Accounts (FSA), Health Savings Accounts (HSA), Life and Disability Benefits, 401(k) Retirement Savings Plans, Workers Compensation Benefits, and other Voluntary Benefit programs.
• Bilingual in Spanish preferred, but not required.

Supervisory Responsibility

This position has no supervisory responsibility.

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Demands
While performing the duties of this job, the employee is regularly required to communicate. This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand on a step ladder as necessary.

Position Type and Expected Hours of Work
This is a full-time position. Days and hours of work are Monday through Friday, 8:00 a.m. to 5 p.m. Some flexibility in hours is allowed, but the employee must be available during the "core" work hours of 8:00 a.m. to 5:00 p.m. and must work 40 hours each week to maintain full-time status.

Remote Work

Based on the Northern Illinois Food Bank’s Remote Work Policy and position evaluation, this position is eligible for one remote work day per week.

Position Location and Travel

This position is based out of our West Suburban Center (Geneva) location. Occasional travel to corporate sites in conjunction with customer service, education and employee relations is expected (anticipated to be 5% annually).

Our Commitment to Diversity, Equity and Inclusion (DEI)

Northern Illinois Food Bank will embrace opportunities to stand in solidarity with our community, and center the voices of those most impacted by systematic injustices. We affirm our commitment to anti-racism, to gender equity, to allyship, and to fairness as we work towards a hunger-free future and to create a better and more just world.

COVID Vaccination Policy
At Northern Illinois Food Bank, we take the health and safety of our employees, neighbors and their loved ones very seriously. We have concluded that the best way to ensure the safety of these individuals is to require that all of our employees be fully vaccinated for COVID-19. Please know that in order to become employed by NIFB (if otherwise eligible), you must provide satisfactory proof of vaccination. You will not be required to provide this proof unless and until you receive a formal job offer from NIFB. Please also know that NIFB will provide reasonable accommodations to qualified individuals who cannot receive the COVID-19 vaccination because of a disability or a sincerely held religious belief, practice, observance, or pregnancy.

Background Check

All applicants who are offered employment with the Northern Illinois Food Bank will be subject to a background investigation. Offers of employment are contingent on the successful completion of a background investigation and drug test conducted in accordance with Northern Illinois Food Bank policy and state law.

Equal Opportunity Employment
Equal employment has been, and will continue to be, a fundamental principle at Northern Illinois Food Bank where employment is based upon personal capabilities and qualifications without regard to race, creed, color, marital status, sex, religion, national origin, class origin, nationality, age, physical or mental disability, military status, sexual orientation or any other legally protected class.