Administrative Specialist - HR, Payroll, & Benefits

Job description:

Position Summary:

The Administrative Specialist is responsible for providing comprehensive support in the areas of Human Resources, Payroll, and Benefits Administration. This position plays a critical role in ensuring accurate employee records, timely payroll processing, and smooth benefits administration while also assisting with other administrative duties that support employees and the company’s operations.

Pay Classification: Exempt

Key Responsibilities:

Human Resources

• Conduct new hire onboarding and orientation.
• Maintain accurate employee personnel files and HR records.
• Administer and track time off, leaves of absence, and FMLA notifications.
• Support supervisors with the annual performance appraisal process.
• Ensure compliance with company policies and federal/state employment laws.
• Handle day-to-day HR inquiries and provide employee support.
• Perform other HR-related duties as assigned.

Payroll

• Accurately enter and maintain employee wage rates, tax withholdings, and benefit deductions in the payroll system.
• Process weekly payroll for exempt and non-exempt employees.
• Process monthly payroll for exempt employees.
• Manage weekly and monthly per diem payments.
• Administer monthly vehicle allowance payments.
• Prepare and report employee deductions for 401(k) contributions.
• Maintain employee loan records and payroll deductions.
• Ensure compliance with federal, state, and local payroll regulations.
• Resolve payroll discrepancies and respond to employee payroll inquiries.

Benefits Administration

• Assist employees with benefits enrollment, changes, and questions.
• Ensure payroll deductions are accurately reflected in the benefits administration system.
• Process terminations in the benefits administration system.
• Coordinate with vendors to resolve benefit-related issues.
• Maintain accurate benefit records and reporting.

Additional Administrative Duties

• Manage inventory of company apparel, safety gear, and new hire gifts.
• Coordinate employee orders and distribution of company-branded items.
• Provide general administrative support to leadership as needed.

Qualifications:

• Associate’s degree in Business Administration, Human Resources, or related field (Bachelor’s preferred).
• 3 years of experience in HR, payroll, or benefits administration.
• Knowledge of employment laws, payroll regulations, and benefit compliance requirements.
• Proficiency with payroll and HRIS/benefits administration systems.
• Strong organizational skills and attention to detail.
• Excellent communication and problem-solving skills.
• Ability to maintain confidentiality and handle sensitive information.

Work Environment:

This is a full-time, onsite position in a professional office setting with occasional interaction with employees in the field.

Job Type: Full-time

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person