Payroll & Benefits Specialist

Company info: 

gearUP’s mission is to outfit youth sports teams with customized gear – on time for game time!  We have simplified the hassle of outfitting youth sports teams with customized gear from the best brands. Our webstores are always open and product ships direct to athletes on time. GearUP has been one of the fastest growing companies in the Pacific Northwest since 2018, and we have so much opportunity ahead of us.  Now is a great time to join our team!

Position Summary: 
The Payroll & Benefits Specialist is responsible for the accurate and timely processing of payroll and administration of employee benefits programs. This role ensures compliance with federal, state, and local regulations while delivering exceptional support to employees. The ideal candidate is detail oriented, confidential, analytical, and skilled in customer service.  This role will also support compensation planning, administer variable compensation programs, and provide other general HR support.

Responsibilities include:

Payroll Administration

• Process bi‑weekly payroll for all employees, ensuring accuracy and timeliness.
• Maintain payroll records, including new hires, terminations, pay changes, and deductions.
• Administer timekeeping system and audit timekeeping data for completeness and compliance with company policies.
• Ensure compliance with federal, state, and local payroll laws, tax regulations, and reporting requirements.
• Reconcile payroll discrepancies and respond to employee payroll inquiries.
• Prepare and distribute payroll-related reports for accounting, HR, and leadership.
• Collaborate with Finance on payroll journal entries and audits.

Benefits Administration

• Administer employee benefit programs, including medical, dental, vision, FSA/HSA, disability, life insurance, retirement plans, and other company offerings.
• Provide support for annual open enrollment process, coordinate with vendors and support employees through the process.
• Administer benefits enrollment software system with support of benefits consultants.
• Ensure accurate and timely processing of benefit enrollments, changes, and terminations in HRIS and carrier systems.
• Respond to employee questions and provide guidance on benefits options and eligibility.
• Reconcile monthly benefit invoices and coordinate corrections with carriers.
• Support leave of absence administration (FMLA, Oregon leave laws, ADA, short‑term disability, etc.).
  
  

Compliance & Reporting

• Support preparation of required federal/state filings (e.g., ACA, ERISA, workers’ compensation audits, 401(k) nondiscrimination testing).
• Maintain up‑to‑date knowledge of payroll and benefits laws, especially those applicable to Oregon and relevant local jurisdictions.
• Ensure confidentiality of sensitive employee data at all times.
  
  

HR Systems & Process Improvement

• Maintain employee data in the HRIS/payroll system with high accuracy.
• Assist with system updates, testing, and troubleshooting.
• Recommend process improvements to enhance payroll and benefits efficiency and employee experience.

Compensation Planning and Administration

·         Maintain compensation pay bands.

·         Research market compensation for new and existing positions as requested

·         Assist with administering the company’s variable compensation programs including creating/maintaining program documentation and calculating and paying periodic bonuses earned under these programs.

General HR Support

·         Assist the broader HR team on projects/tasks as requested such as light recruiting activities, employee onboarding, planning for and assisting with employee events, etc.

·         Participate in the development, implementation and updating of HR policies and department processes.

·         Maintain current knowledge of employment laws and regulations

Perform other duties as assigned.

Required Skills, Knowledge & Qualifications: The ideal candidate is motivated by a passion for growth and learning and contributing to a supportive and positive company culture.  You will need to embrace change and approach your work with a desire to support our growing workforce as efficiently, effectively and proactively as possible.  

Skills & Qualities 

·         4+ years of payroll and/or benefits administration experience.

·         Strong knowledge of multi state payroll regulations.  Oregon payroll experience required.

·         Experience with payroll and HRIS systems, Paychex experience preferred. 

·         Proficient with Microsoft Office software suite. 

·         Highly proficient with Microsoft Excel and HR data management.

·         Excellent attention to detail, confidentiality, and organization.

·         Strong customer service and communication skills.

·         Bilingual (English/Spanish) preferred.

·         Experience in [industry] or supporting a workforce of [size].

·         Understanding of ACA, ERISA, COBRA, and FMLA/OFLA regulations.

·         Sufficient schedule flexibility to meet payroll deadlines

Experience & Education 

·         Minimum 4 years’ experience in payroll and benefits administration

·         Bachelor’s degree in human resources, business, or comparable field required, or additional relevant working experience. 

• CPP, FPC, SHRM‑CP, or similar certification.

Physical Requirements: 

·         Prolonged periods sitting at a desk and working on a computer. 

·         Viewing computer monitors for extended periods. 

·         Talking, listening, and typing for extended periods 

·         Gear Up Sports provides the following employee benefits:

·         Paid Time Off (PTO) – 2 weeks (80 hours) per year for full time, accrued ratably per pay period

·         Paid Holidays – New Year’s Day, Memorial Day, 4th of July, Labor Day, Thanksgiving, Day after Thanksgiving, and Christmas

·         Healthcare Benefits – Effective the first of the month following the date of hire:

o   Health/Vision insurance through Regence BlueCross BlueShield

o   Dental insurance through Regence

·         Life, Disability & Accident Insurance through MetLife – effective 1st of the month following date of hire:

o   Group Term Life insurance – company paid

o   Long Term Disability insurance – company paid

o   Voluntary additional life insurance for self & dependents

o   Voluntary Accident Insurance

·         Flexible Spending Account Plan (FSA) – allowing pre-tax savings for Health and Dependent Care Expenses

·         Health Savings Account Plan (HSA) - allowing pre-tax savings for Health expenses if participating in HDHP health insurance plan

·         Employee Assistance Plan (EAP) – plan provided through Canopy

·         401(k) Plan – participation after three months of employment with employer-matching contribution

·         Company stock options