Payroll & Benefits Manager

Payroll & Benefits Manager

The Payroll & Benefits Manager leads Proven IT's payroll, benefits and 401(k) administration across all operations—including newly acquired entities—by managing payroll processes, tax compliance, reporting, and audit controls. You ensure accuracy in employee classification, deductions, wage compliance, and workflows while maintaining high fidelity in payroll-related systems.

Key Responsibilities:

Payroll Administration and Compliance:

• Oversee end-to-end payroll processing for multiple entities, including Proven Business Systems, Proven IT Colorado, and Partners, across multiple semi-monthly payroll cycles
• Complete system onboarding for new hires and rehires, ensuring accurate setup across all payroll and benefits platforms (Paylocity, Employee Navigator, Principal)
• Ensure I-9 compliance and timely submission of E-Verify cases
• Classify workers appropriately in accordance with federal, state, and local regulations (exempt vs. non-exempt; salaried vs. hourly)
• Manage payment of salaries, bonuses, commissions, and other supplemental wages
• Ensure timely and accurate withholding and remittance of applicable taxes, deductions, 3rd party sick pay, net pay calculations, wage garnishments, child support orders, and tax levies
• Assist with compensation reviews and market-based adjustments by participating in salary surveys and conducting market data research to ensure position salary ranges remain competitive and equitable
• Complete employee terminations, including final pay calculations and compliance with state-specific wage payment laws
• Facilitate internal and external audits and maintain compliance with wage and hour laws and payroll regulations
• Monitor and interpret federal, state, and local legislative changes related to payroll processing and implement required updates to ensure ongoing compliance
• Maintain payroll disaster recovery, fraud prevention, internal controls, and record retention procedures
• Coordinate payroll year-end processing, reconciliations, and payroll system audits
• Ensure accuracy and timely delivery of year-end and regulatory reporting, including W-2 forms and ACA 1095-C forms
• Manage payroll and benefits software setup, maintenance, and integrations, including Paylocity, Employee Navigator, and Principal
• Serve as the primary point of contact for the functionality of the Time Report application and reporting
• Review employee timecards for accuracy, proper job coding, and overtime calculations
• Partner with Jedi to resolve timekeeping system inaccuracies and end-user issues
• Proactively identify and propose payroll, timekeeping, and benefits system improvements to enhance efficiency, accuracy, and compliance
• Track FMLA leave usage and ensure accurate benefit premium payments for employees on leave
• Monitor and administer FAMLI leave requests for Proven IT Colorado, including calculation and processing of quarterly payments to the private insurance administrator (ShelterPoint)
• Maintain a high level of confidentiality and discretion when handling sensitive employee and company data
• Serve as a trusted payroll and benefits resource for employees, providing clear explanations and timely issue resolution
• Perform additional duties and special projects as assigned

Benefits Administration (401k and Welfare Benefits)

• Contribute to annual benefits renewal strategy and open enrollment preparation and execution
• Answer employee benefits questions and provide guidance related to enrollments, life events, and COBRA-qualifying events
• Audit benefit invoices for accuracy and eligibility and submit for payment to vendors
• Track benefit enrollments and eligibility changes across all benefit programs
• Track, audit, and upload employee and employer contributions
• Upload 401(k) contributions after each payroll to maintain proper contribution timing
• Maintain deferral/contribution accuracy before each payroll submission to prevent missed deferrals
• Prepare annual data submission for compliance testing and employer match calculations
• Serve as the primary point of contact for the annual 401(k) audit, providing auditors with accurate and timely data in accordance with sample selection requirement

Perform other assignments as required

Requirements

Required Qualifications

• Bachelor's degree in Accounting, HR, Business Admin, or related field
• 5-10 years of payroll administration experience
• Extensive knowledge of payroll processing, tax withholding, garnishments, and compliance
• Proficiency in payroll software (Paylocity preferred) and MS Office
• Highly detail-oriented, analytical, and organized
• Capability to maintain strict confidentiality and manage multiple tasks independently
• Valid driver's license and reliable form of transport

Physical Requirements

• Extended computer and desk-based work
• Frequent handling of office and payroll documents
• Ability to sit for prolonged periods
• Ability to lift up to 15 lbs (e.g. payroll materials, printouts)

Benefits

GROUP HEALTH INSURANCE: After a 30-day waiting period, full-time employees (who work at least 30 hours per week) and their dependents, are eligible to enroll in health benefits utilizing the Cigna network. Health options include a choice of 2 PPO plans or a High Deductible Health Plan with employer contributions to a Health Savings Account (HSA). In addition, Dental benefits are available as well as a Vision PPO plan utilizing the EyeMed network. Proven also offers voluntary worksite benefits including critical illness, hospital indemnity, accident coverage, short-term disability insurance, supplemental life and pet insurance. Additional offerings include an employee discount program, home and auto insurance services and commuter/transit FSA.

EMPLOYER PROVIDED LIFE/AD&D INSURANCE: After a 30-day waiting period, Proven IT provides a flat $25,000 Life Insurance benefit, administered by BlueCross BlueShield, to all full-time employees (who work at least 30 hours per week). Accidental Death & Dismemberment (AD&D) benefit payments are determined based on the type of loss incurred and are payable up to the full Life Insurance benefit amount. Life and AD&D Insurance coverage amounts are reduced at ages 65, 70 and 75.

EMPLOYER PROVIDED LTD: Long-Term Disability (LTD) insurance is an employer-provided benefit and provides protection from loss of income in the event that an employee is unable to work due to illness, injury, or accident for a long period of time. The elimination period is 90-days, and the maximum benefit is 60% of covered payroll up to $6000/month. This benefit is paid entirely by Proven IT and has no cost to the employee.

EMPLOYEE ASSISTANCE PROGRAM: All employees may utilize the Disability Resource Services through BlueCross BlueShield of Illinois to assist themselves and their immediate family with convenient resources to help address emotional, legal and financial issues. Telephonic counseling and web-based services are available as well as a limited number of geographically accessible face-to-face sessions.

401K PLAN: All employees are eligible after 120 days of service to contribute on either a pre-tax or post-tax (Roth) basis to the 401K plan, administered by Principal Financial Services. Proven offers an employer match equal to 100% of the first 3% of deferrals plus 50% of the next 2% of deferrals.

FINANCIAL ADVISORY SERVICES: Proven IT partners with Merrill Lynch to offer financial advisement to all employees. Merrill Lynch financial advisors are available to assist employees at no cost, with their 401k and retirement questions.

PERMISSIVE TIME OFF POLICY: Proven provides a competitive paid time off policy for all full-time regular employees after a 90-day waiting period. Proven IT empowers their employees to work with their managers and team to coordinate all time off. Managers may impose a limit to requests for time off based on performance and tenure.

PARENTAL LEAVE: Proven IT offers a generous parental leave policy for new parents. After 24-months of employment, Proven provides full-time regular employees with 90-days of paid Maternity leave and 10-days of paid