Payroll and Benefit Specialist

Position Summary

The Benefits & Payroll Specialist is responsible for administering payroll processes and supporting employee benefits programs across the U.S. and Canada. This role ensures accurate, timely, and compliant payroll execution while delivering exceptional, employee-centered service.

This position champions compliance in payroll and benefits administration, leveraging strong analytical skills, attention to detail, and customer service expertise. The Specialist supports employees with benefits education, leave administration, and payroll inquiries while maintaining strict confidentiality.

This role embodies our “True North” attributes: voice of the customer, respect for the individual, no-nonsense communication grounded in facts, servant leadership, and a continuous improvement mindset. Lean methodologies such as Value Stream Mapping (VSM), Kaizen, and A3 problem-solving are applied to enhance efficiency and accuracy.

Key Responsibilities

Benefits Administration

• Support annual open enrollment, including system testing, plan setup, rate updates, and integration validation
• Administer U.S. FMLA and Canadian leave programs, including:
  • Employee and manager guidance on eligibility and options
  • Tracking leave requests and timelines
  • Preparing approval documentation
  • Managing benefit arrears and accrual adjustments
• Review and process benefit enrollments for new hires and life events in compliance with regulations
• Guide employees through self-service tools, education, and benefit resources
• Support wellness initiatives to drive employee engagement
• Stay current on benefits and leave regulations; assist with SOP development and new program implementation
• Maintain process documentation and recommend improvements
• Manage and update benefit records in Workday and with external carriers
• Conduct 401(k) non-discrimination testing
• Develop employee-facing communications and training materials
• Process self-billed insurance payments and reconcile monthly premium statements
• Ensure HIPAA compliance and complete required training

Payroll Administration

• Process weekly and bi-weekly multi-state U.S. payroll (up to 2,500 employees) and bi-weekly Canadian payroll
• Manage garnishments, taxes, benefits deductions, and compliance with wage and hour laws
• Process off-cycle payments, corrections, adjustments, and bonuses
• Partner with third-party payroll providers to ensure service-level expectations are met
• Accurately process employee lifecycle changes (new hires, promotions, transfers, leaves, terminations)
• Coordinate garnishment processing with vendors
• Maintain and audit payroll tax setups (U.S. and Canada)
• Ensure timely payroll tax payments through third-party providers
• Manage W-2 distribution and corrections
• Submit payroll funding requests to Treasury
• Maintain payroll schedules, accruals, and system updates
• Configure earnings codes, deductions, and GL mappings
• Respond to payroll inquiries and resolve discrepancies promptly
• Complete month-end payroll accounting tasks
• Maintain payroll checklists and perform routine and ad hoc audits
• Create payroll training materials and quick reference guides
• Collaborate cross-functionally on payroll impacts and reporting
• Recommend improvements to enhance accuracy, efficiency, and employee experience

Additional Responsibilities

• Maintain confidentiality and uphold ethical standards (Code of Business Ethics)
• Promote and adhere to safety standards
• Perform other duties as assigned

Qualifications

Education & Experience

• Associate degree or equivalent experience required
• 5+ years of multi-state payroll processing experience
• Experience supporting U.S. and Canadian payroll, benefits, and leave programs

Skills & Competencies

• Proficiency in Microsoft Office (especially intermediate Excel)
• Experience with HRIS/payroll systems (Workday, ADP, or similar)
• Strong analytical skills and attention to detail
• Excellent communication and customer service abilities
• Knowledge of payroll tax regulations (U.S. and Canada)
• Lean/continuous improvement experience preferred