Payroll & Benefits Specialist

Job Description

Job Description

Payroll and Benefits Specialist

Human Resources Department

Mission Statement:

Father Bill’s & MainSpring is committed to ending and preventing homelessness in Southern Massachusetts with programs that provide emergency and permanent housing and help people obtain skills, jobs, housing, and services. We help people who are struggling with homelessness or are at risk of homelessness to achieve self-sufficiency.

Father Bill’s & MainSpring is a growing and dynamic social service agency with particular expertise in emergency and permanent housing, job training and placement, and prevention services for individuals and families in need. Over the next five years, our strategic focus includes an increase in affordable, permanent supportive housing, a more efficient model of care for families experiencing homelessness, commitment to an enhanced delivery model to reduce the need for shelter, and improved community relations in order to achieve these goals. Our staff are thoughtful and caring individuals who share our passion for these ideals and creative approaches to helping people improve their lives.

We offer a generous benefits package and a comprehensive orientation and training program, as well as ample opportunities for advancement for qualified individuals who show a commitment to our Mission.

Position Summary:

The Payroll & Benefits Specialist is responsible for the accurate and timely administration of payroll, employee benefits, HRIS processes, and related compliance activities. This position serves as the organization's subject matter expert for payroll and benefits administration and partners closely with Finance and Human Resources to ensure data integrity, regulatory compliance, and an exceptional employee experience.

The Payroll & Benefits Specialist manages all payroll processing functions utilizing ADP Workforce Now, coordinates benefits administration, maintains HRIS records, supports audits and reporting requirements, and serves as a primary resource for employee payroll and benefits inquiries.

The successful candidate will bring strong technical expertise, exceptional attention to detail, a continuous improvement mindset, and the ability to leverage HR technology to streamline processes and enhance employee service.

Essential Responsibilities:

Payroll Administration

• Process bi-weekly payroll for approximately300+ employees and program participants, ensuring accuracy, timeliness, and compliance.
• Maintain payroll records and ensure payroll-related data integrity withinADPWorkforce Now.
• Audit payroll transactions including wage changes, deductions, leave balances, tax withholdings, direct deposits, and timekeeping data. 
• Process off-cycle payrolls, adjustments, retroactive payments, and corrections asrequired. 
• Administer wage garnishments, tax levies, child support orders, and other payroll-related compliance requirements. 
• Processemployment verifications, wage statements, and requests for compensation documentation.
• Support payroll allocations, reconciliations, and reporting requirements in partnership with the Finance Department. 
• Coordinate year-end payroll activities, including W-2 preparation and regulatory reporting.

Benefits Administration

• Administer employee benefit programs  
• Coordinate employee enrollments, life event changes, terminations, and annual open enrollment processes.
• Serve as the primary employee resourceregardingbenefit eligibility, enrollment, and plan information.
• Reconcile monthly benefit invoices and ensuretimelypayment to vendors.
• Partner with brokers and vendors to resolve benefit-related issues.
• Assistin employee wellness and benefits education initiatives.
• Coordinate bi-weekly 401(k) contribution processing and funding.
• Prepare reports and documentationrequiredfor annual audits, compliance testing, and retirement plan administration.
• Support retirementplancensus reporting and employer contribution processes.
• Work with retirement plan vendors and consultants to ensure compliance andaccuraterecordkeeping.

HRIS & Employee Data Management

• Serve as the Human Resources Information System (HRIS) administrator for ADP Workforce Now.
• Maintain employee records and ensure data accuracy across payroll, benefits, and HR systems.
• Recommend and implement enhancements that improve systemutilization, workflow automation, employee self-service, and reporting capabilities.
• Develop and maintain standard operating procedures for payroll and benefits processes.
• Assistwith system testing, upgrades, and implementation of new functionality.

Compliance, Reporting & Audits

• Ensure compliance with federal, state, and local payroll and employment regulations.
• Prepare andmaintainpayroll, benefits, ACA, and other regulatory reports.
• Support internal audits, external audits, grant-related reviews, and regulatory inquiries.
• Maintain confidential employee informationin accordance withorganizational policies and legal requirements.
• Monitor changes in payroll, tax, wage and hour, and benefits regulations and recommend necessary process updates.

Employee Support

• Respond to employee inquiriesregardingpayroll, benefits, leave accruals, deductions, direct deposit changes, and HRIS self-service functions.
• Provide training and guidance to employeesregardingADP self-service tools and electronic processes.
• Deliver exceptional customer service whilemaintainingconfidentiality and professionalism.

Additional Responsibilities

• Support Human Resources projects and initiatives as assigned.
• Participate in cross-functional teams and contribute to continuous process improvement efforts.
• Perform other related duties as assigned.

Qualifications:

• 3-5years ofexperience in payroll administration; or equivalent combination of education and experience
• Experience administering employee benefits programs. 
• Experience using ADP Workforce Now or comparable HRIS/payroll systems. 
• Advancedproficiencywith Microsoft Excel and reporting tools. 
• Knowledge of payroll tax regulations and wage and hour compliance requirements. 
• Strong analytical, organizational, and problem-solving skills. 
• Ability to handle highly confidential information with discretion.
• High degree of accuracy and detail-oriented
• Strong organizational and time management skills; able to set priorities and meet deadlines
• Effective written and oral communication skills
• Excellent interpersonal/customer service skills

Skills & Competencies:

• Technical Expertise:Maintainscurrent knowledge of payroll, benefits, HRIS systems, employment regulations, and compliance requirements.
• Attention to Detail:Consistently producesaccuratework with a high degree of precision and accountability.
• Customer Service:Provides responsive, professional, and empathetic support to employees and external partners.
• Communication:Communicates clearly and effectively with employees, managers, vendors, and leadership.
• Confidentiality & Integrity:Exercises sound judgment andmaintainsstrict confidentiality of employee and organizational information.
• Continuous Improvement:Identifiesopportunities to improve processes, increase efficiency, and enhance employee service through technology and best practices.
• Mission Commitment:Demonstratescommitment to the mission, values, and operating principles of Father Bill's &MainSpring.

Physical Requirements:

• Primarily office-based work with extended periods of computer use.
• Must be able tooperatestandard office equipment. 
• Must be able to verbally convey detailed information or important instructions or ideas accurately or quickly. 
• Must be able to hear average or normal conversations and receive ordinary information. 
• Average visual acuity is necessary.
• Occasional local travel may berequired. 

Reasonable accommodations will be provided in accordance with the Americans with Disabilities Act (ADA).

This job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities required of the employee. Other duties as assigned may be part of the job.

Father Bill’s & MainSpring is an equal opportunity employer.