Payroll and Benefits Administrator

Position Summary This role will support all three of our organizations: Great States Construction, Great States Development, and Collective, offering a diverse and rewarding opportunity to make a broad impact across construction, real estate development, and property management sectors. The Payroll & Benefits Administrator is a detail-oriented HR professional responsible for the accurate, compliant, and timely execution of payroll and HR/payroll-related compliance functions across multiple entities. This role serves as the primary administrator for payroll operations and employment benefits while supporting leadership with reporting, audits, and regulatory accuracy. The Payroll & Benefits Administrator will report directly to the Human Resources Manager. Key Responsibilities Payroll Administration Serve as the primary point of contact for payroll inquiries Process bi-weekly and off-cycle payroll accurately and on time, including wages, overtime, bonuses, reimbursements, deductions, and commissions Enter and verify employee changes: new hires, terminations, and compensation updates Reconcile payroll reports, resolve discrepancies, self-audit every run, and generate standard and ad-hoc reports in partnership with accounting Administer garnishments and child support orders Support payroll tax filings and audits and prepare annual W-2s Maintain payroll records per federal and state retention requirements Maintain multi-state tax compliance across ND, SD, MN, MT, and WY: withholding and SUI account setup, reciprocity elections, SUI rate notices, unemployment claims paperwork, and Minnesota Paid Leave premiums and quarterly reporting Prepare Davis-Bacon certified payroll (WH-347), verify subcontractor certified payrolls, and administer per diem and travel pay on covered construction projects Administer PTO, EIB, and FTO accruals, rollovers, and annual cash-outs Process non-standard pay items: imputed income (rent discounts, vehicle personal use) and referral bonus payments Benefits Administration Serve as the primary point of contact for all employee benefits-related inquiries and issue resolutions Administer employee benefit programs end-to-end — medical, dental, vision, life, disability, HSA, and FSA — including new hire enrollments, qualifying life events, and terminations Drive annual open enrollment execution and employee communications Partner with brokers and benefit vendors on plan administration and escalations Ensure accurate benefit deductions through payroll and reconcile monthly carrier invoices with accounting Proactively evaluate benefits offerings and bring recommendations based on utilization, cost, and market trends Maintain benefits documentation, policies, and standard operating procedures Administer day-to-day 401(k) operations: contribution files, remittance, deferral changes, and loans Track ACA measurement and stability periods and assemble annual 1094-C/1095-C reporting data Distribute required annual benefits notices (Medicare Part D, CHIP, SBC, WHCRA) HR Operations & Systems Execute payroll, benefits, and system setup and termination for onboarding and offboarding, including Form I-9 Section 2 verification Serve as system administrator for BambooHR, Employee Navigator, and WEX, including quarterly data-integrity audits (leave accruals, withholding locations) Track leave hours, route paperwork, and calendar deadlines in support of leave administration Additional responsibilities as required to support department objectives Qualifications Associate’s degree in HR, Accounting, Finance or related field OR equivalent experience 5+ years of payroll administration experience required Commissions payroll administration experience preferred Multi-state payroll experience required Benefits administration experience required Certified payroll (Davis-Bacon) experience preferred CPP or FPC certification preferred Knowledge, Skills, and Abilities Required Strong knowledge of payroll laws and compliance requirements High attention to detail and accuracy Strong organizational and time management skills Ability to handle sensitive information with confidentiality Proficient in HRIS platforms (BambooHR preferred) Proficient in Microsoft Excel Self-directed: owns the full payroll and benefits cycle end-to-end with minimal supervision Identifies process gaps and compliance risks before they surface, and brings solutions rather than problems Sound judgment on what to execute independently versus what to elevate early Approachable and responsive: employees at every level feel comfortable raising payroll and benefits questions, and get clear, patient answers Benefits and Perks Health, dental, and vision insurance with an HSA and FSA options Supplementary insurance Eligibility the first of the month following 30 days 401k with a match of 3% Flexible/Unlimited time off with 9 paid holidays Paid volunteer hours Professional development opportunities Physical Demands Prolonged periods of sitting at a desk and working on a computer Must be able to lift and/or move 20 pounds Occasionally climb, stoop, kneel, crouch, or crawl Work Environment This position requires regular office hours (8 am – 5pm, M-F) to be maintained along with availability for emergency situations outside of regular office hours. 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