Senior Manager - Payroll and Benefits

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Job Description

This role supports the Reddy Ice business by managing the company’s benefits plans (health, dental, vision, life, disability, retirement 401(K), etc.) and payroll administration.  Investigates new benefits offerings and manages payroll programs to proactively make Reddy Ice and employer of choice.  This role ensures compliance of our benefit and payroll programs and proactively managers day to day requirements and expectations as directed.

Demonstrates our “True North” attributes: voice of the customer, respect for the individual, no nonsense communication and utilization of facts, servant leadership and has a continuous improvement mindset in every facet of leadership and daily interaction. Leads, collaborates and demonstrates the lean principles and utilizes the lean methodologies and tools to facilitate continuous process improvements and value creation for our customers, employees and shareholders. Actively utilizes lean tools (VSM, Kaizen, A3, etc.) to inform and assess business opportunities to drive continuous improvement. Lead and participate in Kaizen and value stream mapping activities.

DUTIES & RESPONSIBILITIES

PAYROLL:

• Oversee the accurate and timely processing of payroll for all employees, including salary payments, bonuses, commissions, and deductions.
• Manage payroll systems and software, implement process improvements, and troubleshoot issues as they arise.
• Work closely with Finance and HR teams to reconcile payroll data, prepare financial reports, and forecast labor costs.
• Prepare and file required reports, disclosures, and filings with regulatory agencies, including Form 5500, EEO-1, and W-2/W-3.
• Execute and oversee execution of Canadian Payroll process, Taxes, and all end of year processes. Canadian ROE, T-4
• Ensure appropriate internal controls are in place to ensure a secure and accurate payroll administration.
• Ensure regular payroll balancing/ reconciliation as well as year-end readiness.
• Ensure audits are handled timely and accurately, and that action plans are completed.

BENEFITS:

• Design, implement, and manage employee benefits programs, including health insurance, retirement plans, wellness initiatives, and other fringe benefits.
• Engage the interactive process by partnering with managers and HR business partners in consideration of employee’s need and the business needs while remaining compliant with ADA or other state law employee rights and protections.
• Oversee specialist handling of benefit arrears balances during employee leave of absence and accrual adjustments
• Manage US FMLA/Leave programs and Canadian Leaves, ensuring compliance with federal, state and local laws and requirements.
• Plans and executes Annual Open Enrollment strategy and timeline, ensuring adherence to budget and deadlines.
• Ensure the HRIS system is set up and configured for new plans, additional benefit offerings or other changes that may occur during Open Enrollment or throughout the year.
• Plan employee communication materials to support Open Enrollment.
• Ensure HRIS integrations with benefit vendors are consistently working. Troubleshoot any issues.
• Work closely with benefit vendors to ensure successful setup of new HRIS integrations.

COMMUNICATION AND CUSTOMER SERVICE:

• Serve as the escalation point for employee inquiries regarding benefits eligibility, coverage, and claim issue resolution.
• Provide exceptional customer service to employee inquiries.
• Collaborate and manage relationships and expectations with external vendors and insurance providers to negotiate contracts, review plan designs, and ensure cost-effectiveness.
• Communicate changes to benefit programs to employees at Open Enrollment and throughout the year, as appropriate.
• Actively promote awareness and understanding of benefit programs to employees.

COMPLIANCE:

• Monitor and maintain compliance with applicable laws and regulations governing employee benefits and payroll administration, including, but not limited to, ERISA, ACA, FMLA, and FLSA, and Canadian Federal and provincial law.
• Actively monitor and comply with emerging and changing regulation around Paid Sick Leave and Paid Leaves of Absence.
• Actively monitor increases to minimum wage, and work with HR partners ensure compliance.
• Actively monitor, and ensure compliance with Federal, state/provincial and local regulations and tax laws for US and Canada, including but not limited to, wage garnishments, withholding orders, and reporting requirements.
• Maintain an update policies, procedures, SOPs and plan documentation to ensure full compliance.
• Stay abreast of industry trends, and best practices to ensure the company's benefits offerings remain competitive, fiscally responsible and compliant
• Conduct regular audits of benefits and payroll records to ensure accuracy, integrity, and confidentiality of employee data.

LEADERSHIP

• Lead, mentor, and develop a team of benefits and payroll professionals, providing guidance, training, and performance feedback. Foster a culture of collaboration, innovation, and continuous improvement within the Benefits and Payroll department.
• Establish and communicate departmental goals, objectives, and KPIs, and track progress towards achievement.
• Make and assume other duties and responsibilities required or assigned by management.
• Adhering to the Code of Business Ethics is essential. We value honesty and integrity above all else and we expect our employees to be committed to the highest ethical standards.
• Maintain high safety standards. Safety is personal for us all.

CONTACTS

• Executive and Senior Leadership Team
• Chief Administrative Officer
• Line and functional management teams
• Field employees (at every level)
• External Service Providers

EDUCATION & EXPERIENCE

• Bachelor's degree in Human Resources, Business Administration, Finance, or a related field. Master's degree or relevant certifications (e.g., CPP, CEBS) preferred.
• Proven experience (9) years in benefits administration, payroll management, or related HR functions, with at least (5) years in a managerial or supervisory role.
• Minimum (5) years of years managing payroll and /or benefits third party providers
• In-depth knowledge of employee benefits programs, including health and welfare plans, retirement savings plans, and voluntary benefits.
• Strong understanding of payroll processing, tax compliance, and familiarity with payroll software and systems (e.g., ADP, Workday).

SUPERVISORY RESPONSIBILITY

SKILLS & ABILITIES

• Excellent analytical skills, attention to detail, and ability to interpret and apply complex regulations and policies.
• Exceptional interpersonal and communication skills, with the ability to effectively collaborate with internal stakeholders, external vendors, and employees at all levels.
• Demonstrated leadership abilities, including team management, coaching, and strategic planning.
• High level of integrity, discretion, and professionalism when handling sensitive and confidential information.

Location

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