Payroll and Benefits Specialist

Foundation Overview

SWF, LLC is a management company that provides the staff support to seven foundations of the family of Suzanne & Walter Scott. Each foundation is unique and independent with its own board of directors and interests. The Foundations seek to partner with individuals and organizations who share the following values:

• Ambassador of the Foundations
• Lifelong Learner
• Giver not a Taker
• Strive to Exceed Expectations

The Foundation's vision is to be a catalyst for change in the communities it serves. The Foundation works to support the Founders' vision and interests by investing in education, developing leaders, and advancing communities.

Position Summary

The Payroll & Benefits Specialist is responsible for the accurate and timely administration of payroll, employee benefits, and related compliance activities. Serving as the first point of contact for routine payroll and benefits matters, this position maintains accurate records, coordinates required notices and audits and provides dependable support to employees and HR. This role also performs HR generalist and administrative duties that support recruiting, onboarding, recordkeeping, and a positive employee and candidate experience.

This position works closely with Human Resources, employees, managers, finance and accounting partners, benefit carriers and consultants, payroll and HRIS vendors, auditors, and other external partners. This role supports multiple business entities and operational requirements, including our partner entity Scott Technology Center.

This position will devote approximately 60-70% of time to payroll, benefits, and related compliance responsibilities and 30-40% to HR generalist and administrative support.

Essential Duties and Responsibilities

Payroll Administration

• Process bi-weekly payroll accurately and on schedule, including reviewing payroll inputs, employee changes, deductions, and related records.
• Maintain payroll information in the HRIS/payroll system and coordinate corrections or follow-up items as needed.
• Respond promptly and professionally to employee payroll questions and explain applicable processes.
• Maintain clear payroll documentation, process controls, and backup procedures to support continuity and audit readiness.
• Protect confidential employee, payroll, and personally identifiable information in accordance with organizational requirements.

Benefits Administration

• Coordinate employee enrollments, changes, and terminations for benefits and retirement plans including 401(k); related system loads and unloads.
• Administer qualifying life event changes and confirm that required documentation is complete and securely maintained.
• Support HSA incentive administration and other benefit-related programs.
• Distribute required benefit notices, including the annual health plan Summary Annual Report and Form 5500-related communications.
• Respond to employee benefit questions and coordinate with carriers, vendors, and internal partners to resolve issues.
• Maintain accurate benefit records and support dependent eligibility reviews and audits.

Compliance and Audit Support

• Assist with the annual 401(k) audit, Department of Labor census requests, and other payroll- and benefits-related audits.
• Maintain and support a proactive annual HR and internal audit calendar, including documentation, deadlines, follow-up, and status tracking.
• Support I-9, background check, and health plan dependent audits and help resolve identified discrepancies.
• Support certification requirements for Scott Data Center.
• Monitor assigned labor law and compliance updates and help implement required process or communication changes.
• Prepare and organize records to support year-round audit readiness and reduce the risk of missed deadlines or compliance gaps.

HR Generalist and Administrative Support

• Support recruiting administration and candidate screening including candidate disposition tracking, background checks, pre-employment letters, and related documentation.
• Process employee and candidate information in HR systems accurately and timely.
• Complete new-hire I-9 entry and maintain supporting records in accordance with established procedures.
• Provide administrative support for onboarding, employee records, recurring HR activities, and special projects.
• Deliver responsive, professional service that contributes to a positive employee and candidate experience.
• Perform other related duties as assigned to support changing HR, payroll, benefits, and organizational needs.

Required Qualifications

• Bachelor's degree in human resources, business administration, accounting, finance, or a related field, or an equivalent combination of training and experience.
• Relevant experience supporting payroll, benefits administration, HR operations, accounting, or a closely related function.
• Working knowledge of payroll practices, benefit enrollment and change processes, recordkeeping, and confidentiality requirements.
• Experience using HRIS and payroll systems; experience with ADP is preferred.
• Proficiency with Microsoft Office applications, particularly Excel, Outlook, and Word.
• Ability to manage sensitive information with discretion; maintaining accurate, complete records.

Preferred Qualifications

• Experience with ADP Workforce Now is strongly preferred.
• Experience administering both payroll and employee benefits.
• Experience administering self-insured health plans, including coordinating with third-party administrators, consultants, and stop-loss carriers and supporting claims, compliance, and audit activities.
• Experience supporting retirement plans, benefit packages, I-9, background checks, and compliance audits.
• Experience coordinating required notices, vendor files, or regulatory documentation.
• Payroll, benefits, or HR certification, such as FPC, CPP, CEBS, PHR, or SHRM-CP.

Knowledge, Skills, and Competencies

• Sound judgment, discretion, and respect for confidentiality.
• Strong attention to detail and commitment to accuracy.
• Ability to meet recurring deadlines, manage multiple priorities, and follow through.
• Strong organizational, documentation, and recordkeeping skills.
• Clear, professional written and verbal communication.
• Employee-service mindset with the ability to explain payroll and benefit processes in an approachable manner.
• Ability to identify discrepancies, research issues, and coordinate timely resolution.
• Ability to work independently while collaborating effectively with HR, finance, employees, managers, vendors, and auditors.
• Commitment to proactive risk management, process improvement, and audit readiness.

WORK ENVIRONMENT :
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The work environment is an office setting with varying degrees of temperatures and noise levels.


EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER:
SWF, LLC. provides equal employment opportunity (EEO) to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic that is protected by federal, state or local law.

E-VERIFY:
SWF, LLC. is a participant in the federal E-Verify program to confirm the identity and employment authorization of all newly hired employees. For information about the E-Verify program, please visit:

PHYSICAL DEMANDS :
The physical demands described here are representative of those that must be met by an employee to be successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job the employee is regularly required to stand, walk, use hands to finger, handle, or feel, lift and/or move up to 10 pounds, talk and hear. The employee is occasionally required to sit, and reach with hands and arms. The work environment may have extended working hours, frequent time constraints, and shifting priorities, contributing to physical and mental stress. Specific vision abilities required by this job include close vision.