Payroll and Benefits Specialist

PAYROLL AND BENEFITS SPECIALIST

Reports to: Vice President of Human Resources | Works closely with: Finance Department

Position Summary

The Payroll and Benefits Specialist is a hands-on position responsible for accurate, timely biweekly payroll processing, employee benefits administration, leave coordination, and related HR systems and records. The position independently manages detailed transactions for approximately 475 employees and payroll for more than 15 individuals supported by NuPath, while providing responsive service to employees and managers and collaborating with Finance.

Payroll Processing and Financial Coordination

• Independently process and audit biweekly payroll using ADP Workforce Now, including time and attendance, earnings, deductions, changes, corrections, and payroll reporting.
• Process biweekly payroll for individuals supported by NuPath; maintain accurate records and resolve discrepancies.
• Review clock-in/clock-out records, investigate exceptions with managers, and ensure accurate paid training time and leave accruals.
• Prepare employee change forms and maintain accurate payroll and employee data for hires, changes, and separations.
• Reclassify overtime costs to appropriate departments; prepare general ledger import files and monthly payroll/vacation accruals for Microsoft Dynamics GP (Great Plains).
• Reconcile assigned payroll-related accounts; support audits and review annual payroll reporting, including W-2s.
• Process applicable payroll withholding orders, employment verifications, and payroll-related agency requests; coordinate PCORI-related filing as assigned.

Benefits and Leave Administration

• Coordinate employee health, dental, life, disability, and other benefit enrollments, changes, terminations, and inquiries, using ADP self-service and direct carrier feeds where available.
• Reconcile monthly carrier invoices and benefit deductions; coordinate employee billing and repayment arrangements during leave or for outstanding balances.
• Organize annual open enrollment communications, employee meetings, and enrollment processing.
• Coordinate and track FMLA and Massachusetts PFML leave cases; coordinate workers’ compensation and unemployment claims, documentation, and related communications as needed.
• Maintain a working knowledge of NuPath’s 403(b) retirement plan to answer basic employee questions and direct employees to self-service resources or the appropriate plan contact; plan administration remains with the CEO.
• Coordinate annual benefit notices and required filings, including HIRD and Form 5500, as applicable and in collaboration with vendors and Finance.

Scheduling, Training Records, and Systems

• Maintain program master schedules and update shifts and employee access in Shiftboard as needed for hires, transfers, schedule changes, and separations, coordinating with program management.
• Provide periodic Shiftboard support to managers and employees, including access updates and resolution of schedule-related data issues.
• Upload and maintain MAP, van, and wheelchair training records and ensure associated training hours are reflected accurately in payroll.
• Prepare ADP Workforce Now reports, troubleshoot system and timekeeping issues, and identify practical process improvements.

Required Qualifications

• At least five years of hands-on payroll processing experience, including responsibility for full-cycle payroll.
• At least two years of employee benefits administration experience.
• Demonstrated proficiency in ADP Workforce Now payroll processing and reporting; strong Microsoft Excel and Microsoft 365 skills.
• Working knowledge of Massachusetts and federal payroll, wage-and-hour, and benefit administration requirements.
• Strong accuracy, confidentiality, judgment, customer service, written communication, and ability to manage strict deadlines independently.

Preferred Qualifications

• Associate or bachelor’s degree in HR, accounting, business, or related field.
• Experience with multi-site operations, shift scheduling software (especially Shiftboard), and Microsoft Dynamics GP (Great Plains).
• Experience coordinating employee leave, workers’ compensation and unemployment matters, and benefits compliance filings.

Work Environment and Other Requirements

Primarily office-based work involving prolonged computer use, standard office equipment, and frequent communication with employees, managers, and external partners. Reasonable accommodations may be provided to enable qualified individuals to perform essential functions. This description summarizes principal duties and may be updated; other related duties may be assigned.