Payroll Specialist

Job Title: Payroll Specialist

Compensation: $25-$30 per hour plus 6% discretionary bonus

Location: Hybrid in Austin, TX (Hybrid)

Department: Operations

Job Type: Full-Time

Working Hours: 8:00am-5:00pm CST (Monday-Friday)

About Us:

HUB is a global insurance and employee benefits broker, providing a broad array of property, casualty, risk management, life and health, employee benefits, investment and wealth management products and services.

About HUB Retirement & Private Wealth (RPW):

We lead our communities with integrity, driven to make things better, both now and in the future. We serve, inspire, and thrive while maintaining an entrepreneurial spirit. We innovate, collaborate, and achieve success together, focused on the tomorrows for all.

Job Purpose:

We are looking for a meticulous and communicative Payroll Processing Specialist to join our team in Austin, TX. In this hybrid role, you will work three days per week from our Austin office and the remainder remotely. You will be responsible for processing payroll contribution files and funding for non-ERISA 403(b), 457(b), and FICA Alternative plans. Plan types that operate outside ERISA's fiduciary framework but carry their own distinct regulatory, contractual, and employer-specific compliance requirements. A central function of this role is matching incoming payroll files to corresponding funding, identifying and resolving discrepancies before they affect participant accounts, and communicating clearly with plan sponsors, payroll contacts, and internal teams to keep contribution processing accurate and on schedule.

Key Responsibilities:

• Receive, review, and process payroll contribution files for non-ERISA 403(b), governmental 457(b), and FICA Alternative plans, ensuring data integrity and completeness prior to posting.

• Match incoming contribution files to corresponding funding transmittals; identify, investigate, and resolve mismatches, shortfalls, overages, or timing discrepancies between file data and remitted amounts.

• Analyze contribution data for discrepancies including incorrect deferral amounts, missing participants, duplicate records, or plan-specific allocation errors; escalate unresolved issues to plan sponsors or payroll contacts with clear documentation.

• Communicate proactively with plan sponsors, school districts, municipalities, and payroll administrators to obtain missing files, clarify submission errors, and confirm funding receipt - maintaining a professional and solutions-oriented approach in all interactions.

• Monitor contribution submission deadlines and funding timelines across a portfolio of plans; follow up on late or incomplete submissions in accordance with plan terms and service agreements.

• Apply knowledge of non-ERISA 403(b) plan rules (IRC §403(b)), governmental 457(b) requirements (IRC §457), and FICA Alternative plan structures to validate that contribution types, limits, and participant eligibility align with plan documents and applicable regulations.

• Maintain accurate contribution records and processing logs; prepare reconciliation reports and exception summaries for internal review and plan sponsor reporting.

• Coordinate with recordkeeping, compliance, and client services teams to resolve systemic processing issues and support plan sponsor audits or regulatory inquiries.

• Identify opportunities to improve file matching workflows, discrepancy detection, and communication processes; contribute to procedure documentation and quality improvement initiatives.

• Stay current on IRS guidance and regulatory updates affecting non-ERISA 403(b), 457(b), and FICA Alternative plans, including annual contribution limits, special catch-up provisions, and employer eligibility rules.

Qualifications:

• 2+ years of experience in payroll processing, retirement plan contribution administration, or a related financial operations role.

• Experience working with non-ERISA 403(b), 457(b), or FICA Alternative plans, or a strong familiarity with the regulatory distinctions of these plan types.

• Demonstrated ability to match, reconcile, and analyze large contribution datasets to identify discrepancies and exceptions.

• Strong attention to detail - ability to catch subtle data errors across high volumes of files without sacrificing accuracy or timeliness.

• Excellent written and verbal communication skills; comfortable initiating and managing follow-up conversations with plan sponsors and payroll contacts about sensitive or time-critical issues.

• Proficiency with Microsoft Excel (including VLOOKUP/XLOOKUP, pivot tables, and data validation) and payroll or recordkeeping administration platforms.

• Ability to manage multiple plan deadlines simultaneously and prioritize effectively in a fast-paced, deadline-driven environment.

Preferred:

• Associate's or Bachelor's degree in Finance, Accounting, Business Administration, or a related field.

• ASPPA (QKA), NIPA (APA), or similar retirement plan administration designation, or active pursuit thereof.

• Experience working with public school districts, government entities, or nonprofit organizations as plan sponsors.

• Familiarity with common retirement recordkeeping and contribution processing platforms (e.g., Empower, Voya, TIAA, or similar).

• Experience with automated file processing, 834/EDI formats, or contribution file format standards.

Featured Benefits:

• Compensation: $25.00-$30.00 per hour

• 6% yearly discretionary bonus

• Medical insurance, Vision insurance, Dental insurance, 401(k) plus match, Company Paid STD, Life Insurance, & parental leave

• Monday-Friday (8am-5pm)

• 2 weeks of vacation, sick leave, personal days, and floating holiday's

• Hybrid schedule

• Professional development support, including study assistance for ASPPA, NIPA, or CEBS designations.

Travel:

• No travel required

Department Account Management & Service

Required Experience: 1-2 years of relevant experience

Required Travel: No Travel Required

Required Education: Associate degree (2-year degree)

HUB International Limited is an equal opportunity employer that does not discriminate on the basis of race/ethnicity, national origin, religion, age, color, sex, sexual orientation, gender identity, disability or veteran's status, or any other characteristic protected by local, state or federal laws, rules or regulations.

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