Payroll & Benefits Specialist

Progressive Design, Inc. (PDI) is currently seeking a Payroll & Benefits Specialist .  This is a full-time on-site position that is located in Midlothian, VA .

The Payroll & Benefits Specialist will manage day-to-day payroll execution and benefits administration. The position will ensure accurate, timely processing of multi-state payroll while serving as the primary point of contact for employee inquiries regarding payroll, health plans, and retirement benefits.   This role requires financial acumen along with exceptional employee support.  The position will report to the Controller and also work closely with the Manager, Human Resources.  There will be no direct reports to this role.  Position will be onsite with work from home flexibility.

Key Responsibilities:
Payroll Administration

• Process bi-weekly payroll for hourly and salaried employees across multiple states.
• Verify timesheet tracking and resolve discrepancies with department managers.
• Calculate special payouts including bonuses, commissions, severance, and retroactive pay.
• Manage tax compliance regarding local, state, and federal withholding requirements.
• Execute payroll deductions for benefits, garnishments, and retirement contributions.

Benefits & Leave Management

• Administer daily benefits operations including enrollments, terminations, and life event changes.
• Manage leave of absence programs covering FMLA, short-term disability, and parental leave.
• Reconcile monthly benefit invoices to ensure accurate carrier billing and internal cost allocation.
• Coordinate annual open enrollment process working with benefit broker on selections, open enrollment employee meeting, and processing all benefit updates.
• Audit 401(k) contributions and coordinate annual compliance testing with third-party administrators.

Compliance & Reporting

• Maintain digital employee files ensuring data privacy and HIPAA compliance.
• Generate ad-hoc reports for finance, HR leadership, and external auditors.
• Support year-end processing including W-2 verification and ACA 1095-C reporting.
• Work closely with the Controller and finance function to help ensure strong financial reporting related to payroll and benefits working collaboratively on costs of benefits, establishing and maintaining internal controls, etc.

Minimum Requirements/Qualifications:

• Bachelor’s degree in business administration or related field.
• 3 to 5 years of dedicated experience managing payroll and benefits administration.
• Multi-state payroll experience handling varied state tax laws and labor regulations.
• Hands-on HRIS experience with systems like ADP, Paylocity, Workday, or UKG.
• Advanced Excel skills including VLOOKUPs, pivot tables, and data formulas.
• Strong compliance knowledge of FLSA, FMLA, ERISA, COBRA, and ACA regulations.
• Exceptional customer service to handle sensitive employee inquiries with empathy and discretion.
• High mathematical accuracy with a proven track record of low-error payroll execution.
• Strong analytical and problem-solving skills.
• Excellent communication and interpersonal skills.
• Attention to detail and accuracy.
• Ability to work independently and as part of a team.
• Strong organizational and time management skills.

Benefits:
We offer a fast paced, exciting work environment with a competitive compensation package including: Medical Benefits, Paid Time Off, Paid Holidays, 401K match and Tuition Reimbursement.

Company Overview:
PDI is a private, family-owned, Heavy Industrial Engineering & Design Consulting firm that provides valued engineering services.  Founded in 1986 PDI has grown to become one of the largest privately held multi-discipline engineering firms in central Virginia. 
Our team’s knowledge and hands-on experience take projects from concept to startup. We support manufacturing facilities and clients in many key areas including: EPC/Turnkey projects, project feasibility studies, process improvement analysis, new process design, process upgrades, air pollution abatement technology and integration, environmental compliance, product design, industrial capital projects, and detailed project/construction estimates.
We serve Fortune 500 companies in industries such as chemical, tobacco, power, films, fibers, plastics, paper, pharmaceuticals, metals, food and beverage, and discrete manufacturing.