Payroll and Benefits Administrator

Position Summary

The Payroll and Benefits Administrator is responsible for administering multi-entity, multi-state payroll and employee benefits while ensuring accurate accounting treatment, regulatory compliance, and strong internal controls. This role serves as a key liaison between Payroll, HR, Finance, and external service providers, and plays a critical role in audit readiness, SOX-style controls, and tax data support. The ideal candidate has hands-on payroll experience, a strong understanding of accounting fundamentals, and the ability to operate effectively in a controlled financial environment.

Key Responsibilities

Payroll Administration

• Process accurate and timely payroll for salaried, hourly, and commissioned employees using Payday and Corporate Payroll Services.
• Administer multi-state payroll in compliance with federal, state, and local regulations.
• Set up and maintain state tax registrations, including withholding and state unemployment (SUTA) accounts, as required.
• Maintain complete and accurate payroll records, including earnings, deductions, garnishments, and employer tax obligations.
• Coordinate payroll calendars, off-cycle payrolls, and special payroll runs as needed.
• Support year-end payroll activities including W-2 preparation, payroll tax filings, and audits.

Payroll Accounting & Reconciliations

• Prepare, review, and post payroll-related journal entries to:
• NetSuite
• QuickBooks Online
• QuickBooks Enterprise (Desktop)
• Reconcile payroll expense and liability accounts monthly, including wages, payroll taxes, benefits, retirement plans, and accrued payroll.
• Ensure payroll data reconciles between payroll systems and accounting systems and investigate variances in a timely manner.
• Support the monthly close process and provide payroll-related schedules to Finance.

Internal Controls, Audit & Compliance

• Execute and maintain internal controls over payroll and benefits, including documented review, approval, and reconciliation procedures.
• Support SOX-style control environments, including evidence retention, segregation of duties, and control testing support.
• Prepare and maintain payroll and benefits documentation required for internal and external audits.
• Respond to audit inquiries and provide detailed payroll, benefits, and tax support schedules.
• Identify control gaps or process improvement opportunities and partner with Finance to remediate issues.

Commissions

• Learn company commission plans and policies.
• After mastering payroll processing, calculate, validate, and process commissions in accordance with approved plans and internal controls.
• Coordinate commission reporting, accruals, and reconciliations with Finance.

Benefits Administration

• Administer employee benefits programs including medical, dental, vision, disability, and retirement plans.
• Ensure payroll benefit deductions accurately reflect employee elections.
• Reconcile payroll benefit deductions to benefit provider invoices, researching and resolving discrepancies.
• Maintain accurate benefits records and coordinate with brokers and benefit providers on enrollments, changes, and renewals.

Tax & Regulatory Support

• Gather and prepare payroll- and benefits-related data required for the preparation of federal, state, and local income tax returns.
• Support the Finance team and external tax advisors by providing schedules related to payroll expense, payroll taxes, benefits, and headcount.
• Assist with responses to tax notices, payroll tax inquiries, and information requests.

Expense Reports (Secondary / Collaborative Responsibility)

• Partner with the Finance team to review and process employee expense reports and reimbursements, as applicable.
• Ensure reimbursements comply with company policy and are properly recorded in the accounting system.
• Support expense-related reconciliations and audit requests.

Qualifications

• Associate or Bachelor’s degree in Accounting, Finance, Human Resources, or a related field.
• 3 years of payroll administration experience; benefits administration experience strongly preferred.
• Strong understanding of payroll accounting, internal controls, and balance sheet reconciliations.
• Experience supporting audits and working within SOX-style control environments.
• Experience with multi-state payroll and state tax registrations (withholding and SUTA).
• Hands-on experience with:
• Payroll systems: Payday, Corporate Payroll Services
• Accounting systems: NetSuite, QuickBooks Online, QuickBooks Enterprise (Desktop)
• Strong attention to detail, documentation discipline, and ability to handle confidential information.