Payroll & Benefits Specialist

Analyst, Payroll & Benefits

Wood Dale, IL

About Optimas 

Optimas Solutions is a global distributor of integrated supply chain solutions, and engineering support focused on delivering fasteners, components, industrial and safety supplies to our diverse customers around the world. Our local, on-the-ground teams understand the nuances of every community we serve. This allows us to adapt with our customers and partners as needs evolve, leveraging our footprint to remain at your side while providing a highly personalized level of service and support no matter where you find yourself around the globe.  

Our Values are the THREAD that connects us as one team to ensure that we are accountable for our contributions to the success of our company and customers: 

•                    Teamwork 
•                    Honesty 
•                    Respect 
•                    Excellence 

•                    Accountability 
•                    Drive 

To learn more, please visit our website http://www.optimas.com

Position Overview

We are looking for a knowledgeable and self-directed Payroll & Benefits Analyst to oversee U.S. payroll and benefits administration for almost 700 U.S. employees. This role will initially focus on coordinating bi-weekly and weekly payroll processing including auditing, reconciliation, analysis, and compliance. This role will also be responsible for the benefit plan administration and managing relationships with benefit brokers and other benefit carriers.

The ideal candidate will take charge of the entire U.S. payroll and benefits process, drive process improvements, and be an authority on payroll and benefits for the HR team.

Responsibilities:

The Payroll and Benefits Analyst will serve as the Optimas subject matter expert in the areas of all payroll related functions as well as oversight of all benefits. Responsibilities include:

• Ensuring all payroll and benefit functions and reporting complies with federal and state regulations and company policy.
• Process and calculate payrolls and related compensation expense accurately, efficiently and on time. Prepare payroll analytics, review metrics, and deliver timely pay file(s).
• Establishes and maintains systems and controls that verify the integrity of payroll system, processes, and data.
• Enter and review all payroll entries which includes one-time payments, final pay checks, LOA entries, Uploading Fidelity 401(k) contributions, Import files, etc.
• Prepare and calculate any special checks, i.e., termination pay, sales commission, special bonuses, long-term incentives etc.
• Provides support and working knowledge of the Fair Labor Standards Act, Affordable Care Act, 401(K), garnishments, and regulations.
• Manage the UltiPro relationship to ensure all state notices are being properly addressed. Ensure rate changes are updated.
• Maintain 401(k) remission schedule while ensuring contributions are submitted via Fidelity in a timely fashion. Update remission reconciliation on per period basis and ensure any differences are properly explained. Assist HR in conducting the annual 401(k) audit and Form 5500 preparation. File ACA forms.
• Works closely with Human Resources staff to ensure accurate entry and maintenance of employee information, deductions, and record keeping.
• Reconcile W-2 forms to ensure accurate entry of all compensation transactions (i.e., sales commission, bonuses, equity, etc.). This includes the reconciliation of the quarterly Federal and State returns and amendments.
• Effectively serve as the main contact for all payroll and benefit related matters for the auditors (workers comp, 401(k), etc.), including preparing explanations for all audit-related requests.
• Oversee and ensure the effective, accurate and timely filing of all employer payroll and related compliance forms and returns for all applicable jurisdictions such as workers compensation and other miscellaneous State filings. Knowledge of year-end and quarter-end reporting and taxation of fringe benefits is required.
• Serve as technical expert for payroll issues through a deep understanding of payroll law, tax regulations and general accounting principles.
• Reconcile accrued vacation & other salary related GL accounts.
• Actively promotes and explains the company benefit program to employees to increase utilization and satisfaction and serves as primary support to employees with question or issues.
• Responsible for managing relationship with the broker and collaborating for benefit plan changes and renewals.
• Other duties as assigned.

Key Competencies

• Strong analytical and problem-solving skills.
• Attention to detail is key for success.
• Proficient at analyzing data and building reports.
• Excellent interpersonal skills, with the ability to communicate effectively with employees at all levels of the organization.
• Independent and organized work style; effectively manage time and prioritize workload while consistently meeting deadlines.

Skills and Qualifications

• B.A. Degree in Accounting, Finance, or any other relevant degree preferred but not required.
• 5 years of relevant working experience with a comprehensive payroll and benefit administration process.
• Experience with multi-state payrolls and both exempt and non-exempt employees.
• Intermediate to advanced level skill in Microsoft Excel (for example: using formulas, inserting charts, sorting, pivot tables). Experience with automated human resources and payroll systems.
• Prior experience using UltiPro (UKG) is viewed favorably.
• CPP certification is viewed favorably.

• High functioning, working knowledge of relevant payroll related standards: Fair Labor Standards Act, Affordable Care Act, 401(K), garnishments, regulations, GAAP, regulations, and other related requirements.

Compensation

Optimas OE Solutions provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics. In addition to federal law requirements, Optimas OE Solutions complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.