Payroll & Benefits Specialist (Commercial HVAC/R)

Job Description

Job Description

Benefit & Payroll Specialist - is responsible for supporting day-to-day human resources operations with a strong emphasis on compliance administration, benefits oversight, and employer tax account management. This role ensures accurate maintenance of employer tax accounts, unemployment systems, and benefits programs while delivering responsive support to employees and leadership. The Benefit & Payroll Specialist acts as a compliance steward and operational partner across the organization.

WHAT SETS HELIOS APART:

• Competitive hourly wages
• Health benefits start DAY ONE
• 401K with company match
• Paid holidays plus very generous PTO policy
• Career growth opportunities, promote from within culture

WHAT HELIOS NEEDS FROM YOU:

Multi-State Employer Tax & Unemployment Management

• Open, update, and close state employer tax accounts as required due to business needs or operational changes.
• Manage State Unemployment Insurance (SUI) accounts and ensure proper rate assignments.
• Oversee state SIDES (State Information Data Exchange System) accounts and ensure timely, accurate responses to unemployment claims.
• Monitor tax rate notices and unemployment rate changes; investigate and resolve discrepancies.
• Partner with payroll to ensure proper tax jurisdiction setup for technicians working across state lines.
• Maintain documentation and credential tracking for all employer tax accounts and state registrations.
• Assists with payroll tax activities, including monthly, quarterly, and annual filings processed through the payroll vendor.
• Maintains up‑to‑date knowledge of federal, state, and local payroll regulations.
• Assists with special projects, such as W‑2 reconciliation, internal/external audits, and year‑end processing.
• Ensures payroll documents, records, and reports meet audit and compliance standards.

Benefits Administration for Field & Office Employees

Administer employee benefit programs including:

• • Medical, dental, and vision insurance
  • Health Savings Accounts (HSA)
  • 401(k) retirement plans
  • Voluntary and ancillary benefits
• Conduct new hire benefit enrollment sessions for technicians and office staff.
• Process qualifying life events and benefit terminations in a timely and accurate manner.
• Coordinate payroll deductions for hourly and salaried employees; audit and reconcile benefit billing.
• Support planning and execution of annual open enrollment, including employee communications and system configuration.
• Serve as liaison between employees, brokers, carriers, and third-party administrators to resolve eligibility and coverage issues.
• Ensure Affordable Care Act (ACA) eligibility tracking and compliance for full-time and variable-hour employees.
• Manage preparation, validation, and distribution of annual 1095-C forms in compliance with ACA reporting requirements.
• • Support payroll processes related to benefit deductions, 401(k) contributions, and benefit-related reporting

Wellness & Employee Communication

• Develop and distribute employee wellness communications and newsletters.
• Promote benefit utilization and wellness initiatives through consistent communication.
• Coordinate wellness campaigns and educational resources.
• Track participation metrics and engagement.
• Ensure communication materials are clear, compliant, and accessible.

HR Administrative & Compliance Support

• Maintain HRIS records for multi-location workforce.
• Support audits, documentation requests, and compliance reporting.
• Maintain required labor law postings for multi-state locations.
• Provide ad hoc HR administrative support as needed to support growth and operational demands.

Compliance & Regulatory Knowledge

Working knowledge of:

• Multi-state employer tax registrations
• State unemployment insurance (SUI) processes
• SIDES system administration
• ACA compliance fundamentals
• ERISA and retirement plan basics
• COBRA administration

WHAT SETS YOU APART:

Education

• Bachelor's degree in human resources, Business Administration, or related field preferred.

Experience

• 5+ years of progressive HR experience, including benefits administration, unemployment management, employer tax registrations.
• Experience managing multi-state tax or unemployment accounts preferred.
• Experience working with ADP HRIS and payroll system.
• SHRM-CP or PHR preferred.
• Industry experience in HVAC, construction, mechanical services, or skilled trades strongly preferred.

Skills & Competencies

• Strong Organizational and Administrative Accuracy -
  Maintains precise records across HRIS, payroll, state portals, and benefit systems while meeting compliance deadlines.
• Multi-State Compliance Management -
  Understands and manages varying state unemployment, tax, and wage requirements across multiple jurisdictions.
• Detail-Oriented with Strong Tracking Practices -
  Uses structured tracking methods to monitor claims, tax accounts, benefits, and ACA reporting to ensure accuracy and audit readiness.
• Professional Judgment and Discretion -
  Handles confidential employee and compliance information with integrity and sound judgment.
• Clear Communication Skills -
  Explains complex benefits and compliance topics clearly to employees, managers, and leadership.
• Independent Yet Collaborative -
  Works autonomously while partnering effectively with payroll, finance, operations, and external vendors.

PHYSICAL REQUIREMENTS:

• able to sit at a desk for extended period of time
• capacity to respond quickly and effectively with emergency requests
• must be able to communicate clearly and professionally in fast paced or high-pressure environments

Helios HVAC/R Services LLC determines compensation based on the cost of labor across several US geographic markets. The base pay for this position ranges from $65,000 to $75,000 annually. Pay is based on a number of factors including market location, job-related knowledge, skills, and experience.

* Helios is an equal opportunity employer. The company provides equal opportunity to qualified persons without regard to race, color, creed, religion, sex, national origin, age, disability, medical condition, genetic characteristics, veteran status, citizenship, ancestry, marital status, gender, or any other characteristic protected by federal, state, or local law. This nondiscrimination policy extends to all terms, conditions, and privileges of employment.

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