Payroll & Benefits Administrator (Remote)

Job Title:  Payroll & Benefits Administrator (Remote)

Job Overview: Serving as the organization's Paycom (HRIS) subject matter expert, this role administers the systems that power payroll, benefits, time and attendance, and HR reporting, and continuously improves those workflows as the company grows. Sitting within Finance & Accounting and partnering closely with the People & Culture team, this position is the trusted bridge between payroll operations, benefits administration, and financial reporting

Role Responsibilities:

Payroll Processing & Administration

• Process accurate, on-time bi-weekly multi-state payroll for 350+ employees in Paycom, including regular, supplemental, off-cycle, final, special, and manual pay runs.
• Review and validate time and attendance in Paycom; send reminders for missing punches and unapproved timecards prior to processing.
• Process and track change authorizations for supplemental earnings such as bonuses, commissions, and stipends.
• Reconcile variable pay, PTO, and timecard changes against manager reports each cycle.
• Conduct payroll review with Finance leadership and complete payroll journal entries after each payroll run.
• Document, update, and continuously improve payroll policies, procedures, and SOPs as processes intersect with managers across multiple business lines and states.

Benefits Administration

• Support annual open enrollment and new hire enrollment for benefits and 401(k) plans; conduct benefits orientations and guide employees through self-enrollment.
• Respond to employee inquiries on benefits eligibility, participation, and claims, partnering with People & Culture in support of benefits programs and operations.
• Review and reconcile monthly benefits invoices (medical, dental, vision, life, and ancillary) against Paycom elections; enter invoices in NetSuite for payment and resolve discrepancies with carriers and P&C.
• Administer COBRA enrollments, terminations, and eligibility changes; reconcile COBRA premium payments and liaise with the COBRA administrator (Voya).
• Organize, update, and file benefits-related forms, reports, annual audits, and archival data in adherence with PHI and HIPAA requirements.

401(k) Administration

• Process and submit bi-weekly 401(k) contribution files to the plan provider.
• Audit employee contributions and employer matches for accuracy; coordinate with the plan provider to resolve issues.
• Support annual 401(k) plan audits and compliance requirements.

Tax Compliance & Multi-State Expansion

• Ensure compliance with federal, state, and local regulatory reporting requirements, wage and hour laws, company policies, and internal control directives.
• Register the company for payroll and unemployment taxes in new states as the organization expands; maintain accurate tax IDs, withholding settings, and local/municipal tax setups in Paycom.
• Review and reconcile quarterly payroll taxes; forward tax notices to Paycom for handling and track through resolution.
• Work with the payroll system representative to investigate and resolve complex payroll problems in accordance with FLSA, state wage and labor codes, Homeland Security, and IRS regulations.

HRIS (Paycom) Administration & Optimization

• Serve as the primary administrator for Paycom, supporting payroll, performance reviews, recruitment, and other HR-related functions.
• Prepare HRIS access request forms (add, change, revoke) and maintain appropriate system permissions.
• Attend Paycom University sessions; evaluate platform tools, reporting capabilities, and workflows, and propose enhancements during non-payroll weeks.

Reporting, Reconciliation & Audits

• Run weekly and bi-weekly HR audit reports (variable pay, bereavement, 401(k), new hires, terminations, PTO, bonuses) to complete checks and balances with People & Culture.
• Prepare payroll and management reports; maintain records and statistics for general payroll processes such as I-9/IRCA compliance, direct deposits, stop payments, and bank reconciliations.
• Maintain a clear audit trail of reconciliations for finance and compliance purposes.

Contractor & Temp Labor

• Submit timecards to temp agencies, route approved invoices to Accounting for payment, and reconcile temp agency invoices monthly.
• Maintain the monthly Temp Labor Worksheet for the Controller.

Confidentiality & Other Duties

• Maintain strict confidentiality of sensitive employee data; ensure all payroll information, files, and records comply with federal, state, and local requirements.
• Respond timely and professionally to employee payroll inquiries and requests.
• Perform other duties and special projects as requested by management.

Qualifications:

• Associate degree (or equivalent experience) required with coursework in Human Resources, Accounting,
  Business, Economics, or Finance; Bachelor's degree preferred.
• Basic knowledge of general accounting concepts (P&L, balance sheet, general ledger, journal entries, debits and credits).
• 3+ years' experience in a corporate payroll department; experience in small-to-medium, multi-state companies strongly preferred.
• Payroll/HRIS platform experience required, including report-writing tools and time & attendance systems; Paycom experience strongly preferred.
• Strong knowledge of federal and state wage and hour laws and payroll/government reporting procedures.
• Certified Payroll Professional (CPP) preferred.
• Proficient in Microsoft Outlook, Word, and Excel; ability to operate independently and earn the full confidence of senior management.

Schedule: Night Shift

Setup: Remote

Why Join STAFFVIRTUAL?

• Competitive compensation and benefits package
  • HMO Day 1 + FREE dependent coverage
  • Allowances
  • Attendance bonus
  • Paid time offs
• Company-provided work setup (laptop, monitor, accessories)
• Training, career growth, and global exposure
• A collaborative and supportive team culture

If you're a motivated, client-focused professional who's ready to grow with a company that values people and performance, we'd love to hear from you. Apply now and join our dynamic team at STAFFVIRTUAL!