Payroll & Benefits Manager

Job Description

Job Description

Position: Payroll & Benefits Manager

Hiring Salary Range : $72,567.00-$90,708.00

FLSA Status: Exempt

Reports To: People Experience Officer

AGENCY SUMMARY:

BrightSpark Early Learning Services has been at the forefront of the early learning landscape for over 30 years, ensuring that all children have equitable access to safe, engaging, and positive early learning experiences that promote school readiness and lifetime success. With a staff of over 150 and a $60 million budget (99% publicly funded), BrightSpark Early Learning Services provides a broad array of services to families and childcare providers to support the development and well-being of our children.

OPPORTUNITY:

The Payroll & Benefits Manager ensures the accurate and timely administration of payroll and employee benefits for approximately 150 employees. This role serves as a key member of the People Experience team and a trusted partner to Finance, helping deliver a compliant, efficient, and employee-centered payroll and benefits experience.

This role offers the opportunity to make a meaningful impact on the employee experience by ensuring staff are paid accurately, supported through comprehensive benefits programs, and provided responsive, high-quality service when questions arise. The successful candidate will combine technical expertise, sound judgment, and a high degree of discretion to support a mission-driven organization dedicated to children, families, and communities.

RESPONSIBILITIES:

• Payroll Management : Manage multi-state payroll set up and maintenance in ADP, including processing bi-weekly payroll through ADP for approximately 150 employees. This includes ensuring accuracy of timesheets, payroll deductions, garnishments, tax withholdings, and PTO balances, guaranteeing strict compliance with all federal, state and local regulations.
• Benefits Administration : Support employee benefit programs, including medical, dental, vision, life insurance, disability, FSA/HSA, EAP offerings, and all aspects of the agency’s retirement plan program, inc. facilitating the annual audit. Support coordination of annual open enrollment process, employee enrollments, qualifying life events, COBRA administration, and annual open enrollment activities.
• Payroll & Benefits Staff Support: Provide responsive, confidential, and employee-centered support regarding payroll, benefits, leave programs, and related inquiries. Track issues until fully resolved, escalating as necessary with vendors and agency leadership.
• Vendor Management and Quality Control : Monitor payroll tax filings and payments processed through ADP, reconcile benefit invoices against payroll deductions and carrier reports, and resolve discrepancies with vendors and internal stakeholders.
• Compliance & Reporting: Manage the agency’s self-funded unemployment insurance, and maintain compliance with federal and Washington State labor and benefits regulations. Coordinate distribution of W-2s. Conduct regular payroll and benefits reconciliations to ensure accuracy of employee deductions, employer contributions, and vendor invoices. Prepare and maintain payroll and benefits records, reports, and supporting documentation for internal and external audits.
• Cross-Functional Collaboration : Partner with Finance to ensure accurate and timely payroll journal entries. Contribute to process improvement efforts and identify opportunities to streamline payroll and benefits workflows, including payroll and benefits policies and procedures documentation. Provide backup support for related People Experience & Finance functions as needed.

KNOWLEDGE, SKILLS, AND ABILITIES:

Minimum Qualifications

• Three or more years of experience administering payroll and/or employee benefits for 100+ employees, preferably in a nonprofit, public-sector, or mission-driven organization.

Desired Qualifications

• Strong proficiency in Microsoft Excel and working knowledge of Microsoft Office Suite, including Outlook, Word, and Teams
• Experience administering payroll and benefits in a nonprofit organization with grant-funded programs, multiple funding sources, and multi-cost-center payroll allocation

Additional Knowledge, Skills, and Abilities Qualifications

• Working knowledge of Washington State payroll laws, including Paid Family & Medical Leave, WA Cares Fund, L&I, and wage and hour requirements
• Experience processing payroll through ADP Workforce Now or a comparable payroll system; ADP experience strongly preferred
• Strong Excel skills; comfort working with data, reconciling figures, and identifying discrepancies
• High degree of accuracy and attention to detail
• Demonstrated ability to handle sensitive and confidential information with discretion
• Demonstrated commitment to providing exceptional internal customer service and building positive working relationships across the organization
• Strong written, verbal, and interpersonal communication skills, including the ability to explain payroll and benefits concepts clearly, actively listen, and provide constructive feedback
• Experience working with individuals from diverse backgrounds and demonstrating a commitment to diversity, cultural relevancy, and inclusion
• Approach work with a sense of possibility, see challenges as opportunities for creative problem-solving, and work to find innovative solutions
• Demonstrated commitment to accuracy, compliance, and continuous improvement
• Ability to work onsite 2–3 days per week during onboarding and training, with ongoing hybrid work expectations based on organizational needs

COMPETENCIES:

• Core Competencies -
  • Mission-driven : Demonstrates commitment to the mission and values of the mission.
  • Equity mindset: Demonstrates the values of anti-racism; fosters an inclusive environment that facilitates diversity.
  • Communication: Uses skillful written and oral communication with internal staff, teams, and community served; demonstrates empathy and listening.
  • Adaptability : Adapts and responds to change; proactively seeks opportunities to be supportive of change that serves our mission
  • Ownership and quality of work : Manages own work and work of teams when relevant, ensuring delivery of successful outcomes.
• Leadership Competencies -
  • Decision-making: Structures and facilitates decision-making processes; makes decisions responsibly to improve organizational health and impact; gathers and weighs all sorts of data (qualitative, quantitative, historical, etc.)
  • Supports the development and motivation of others: Actively supports the development and motivation of others to maximize individual, team, and agency impact.
  • Continuous-improvement mindset: Identifies strategies to improve the organization’s impact; sets course and drives implementation.

COMPENSATION:

• Hiring Salary Range: $72,567.00-$90,708.00
• FLSA Status: Exempt
• This is a full-time salaried position requiring work during BrightSpark Early Learning Services Business hours, Monday through Friday from 8:30 am-5 pm, and requiring a willingness to work some evenings and weekends.

BrightSpark will determine the specific salary for the successful candidate based on factors including, but not limited to, the available budget, prior experience, skills, and education as they relate to the position’s qualifications. The posted salary range reflects just one component of our total compensation package.

Other components of the total compensation package may include participation in group life, health, and dental insurance, retirement plan, wellness program(s), paid time off, and paid holidays.

BENEFITS:

BrightSpark Early Learning Services’ benefits package includes employer-paid top-tier medical, dental, and vision insurance plans for employees, 21 days of PTO per year in addition to 11 paid holidays, 3 paid floating holidays, birthday holiday, and one week-long office closure at year-end, Refresh Fridays in July (BrightSpark Early Learning Services Closure Days), flexible work environment, employer-paid life insurance, short-term disability/illness leave accrual, and 401k with 3% employer match.

WORK LOCATION:

• This position is a Hybrid position.
• Hybrid positions at BrightSpark require at least two days in the office per week. These days may vary based on individual positions and departmental needs.
• BrightSpark Early Learning Services employees in all types of work positions (hybrid, community, etc.) must attend training, meetings, events, or other work commitments at various BrightSpark Early Learning Services office locations or off-site locations in Washington State, including the New Employee Orientation in Renton, Washington.

EQUAL EQUITY EMPLOYER:

BrightSpark Early Learning Services is an equal opportunity employer, and we value diversity among our staff. We strongly encourage people of color, immigrants and refugees, people from the LGBTQ community, people with disabilities, and people from other historically marginalized groups to apply.

ADDITIONAL INFORMATION & QUESTIONS

• To learn more about BrightSpark Early Learning Services, please visit
• BrightSpark Early Learning Services is a grant-funded nonprofit organization. This and all positions are contingent on grant funding being in place and can end based on the expiration of funding.