Payroll and Benefits Manager

Summary

Join our HR team as a Payroll and Benefits Manager, overseeing payroll and benefits administration for 350+ remote employees. Ensure accurate and compliant payroll processing using BambooHR, manage our self-funded health benefits plan, and strategically optimize total rewards. Responsibilities include end-to-end payroll processing, tax compliance, benefits administration, and employee communication. You will partner with Finance and HR teams, conduct audits, and resolve discrepancies. The role requires strong knowledge of payroll and benefits regulations and experience with relevant systems. This position reports to the Vice President of Human Resources.

Requirements

• Bachelor’s degree in Human Resources, Accounting, Business Administration, or a related field, or equivalent experience
• Minimum of 5 years of experience in payroll and benefits administration, preferably in a multi-state environment
• Proficiency with payroll systems (e.g., ADP, Paylocity) and HRIS platforms. Experience with BambooHR highly desired
• Demonstrated success in handling payroll tax compliance and registration across multiple U.S. states
• Experience conducting 401(k) audits and working with expense reimbursement platforms
• Deep understanding of federal and state labor/payroll tax regulations, ACA, ERISA, HIPAA, and COBRA

Responsibilities

• Oversee end-to-end payroll processing in BambooHR for all employees, ensuring accuracy, compliance, and timeliness
• Resolve tax notices and manage tax registration for new states
• Ensure compliance with federal, state, and local payroll tax regulations across multiple jurisdictions
• Partner with Finance and HR teams to reconcile payroll accounts, resolution of discrepancies and preparation of reports including summaries of earnings, taxes, deductions, leave, disability and non-taxable wages
• Address payroll-related inquiries and resolve discrepancies in a timely and professional manner
• Identify and implement process improvements to enhance payroll efficiency and accuracy
• Ensure timely and accurate processing of approved reimbursements in accordance with standard payroll practices
• Track and report taxable reimbursements (e.g., commuting stipends, per diems exceeding IRS limits)
• Reconcile expense reimbursements with payroll records for audit and compliance purposes. Maintain documentation and records to support audits
• Collaborate with Finance on monthly reconciliation of employee expense reports and payments
• Run regular audits to catch duplicate submissions, policy violations, or unusual claims
• Provide training or FAQs for employees on using time and expense platform and understanding reimbursement procedures
• Serve as a point of escalation for reimbursement disputes or exceptions
• Manage and administer the organization’s self-funded health benefits plan, including medical, dental, vision, and other offerings
• Conduct benefits overview sessions with new hires to educate them on benefits offerings. Educate employees on the organization's total rewards offerings, fostering understanding and engagement
• Act as the primary contact for employees regarding benefits enrollment, changes, and inquiries
• Serve as the primary liaison with third-party administrators, brokers, and insurance carriers
• Manage annual benefits renewal, open enrollment, and communications to employees
• Complete annual ACA reporting requirements
• Oversee compliance with ERISA, ACA, HIPAA, and other applicable regulations
• Assist employees with health claim inquiries
• Review 401k deferral report to ensure the profit-sharing amounts are set-up correctly in BambooHR based on changes in employee deferrals
• Oversee 401k audits from a payroll and human resources perspective
• Assist with onboarding and offboarding processes related to payroll and benefits
• Participate in ad hoc HR projects

Preferred Qualifications

• Certified Payroll Professional (CPP) or other relevant certifications
• CEBS (Certified Employee Benefit Specialist) or PHR/SPHR/SHRM-CP/SHRM-SCP is a plus
• Experience in professional services organizations or remote workforce environments
• Familiarity with regulatory reporting and compliance for payroll and benefits

Benefits

• Competitive pay with and performance-based bonus
• Unlimited paid time off
• Flexible and affordable benefits program designed to help you be and stay well
• Medical, dental & vision coverage
• Flexible spending accounts
• Health reimbursement account
• 401(k) plan with a company match