Payroll & Benefits Specialist (Multi-State Payroll / HRIS & Benefits Administration / Compliance Reporting) – South Florida
Gatesource HrVero Beach, Florida
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Overview
Schedule
Full-time
Career level
Senior-level
Remote
On-site
Benefits
Paid Vacation
Job Description
We are looking for a new Payroll & Benefits Specialist who plays a key role in managing payroll operations and administering employee benefit programs across multiple locations. This position serves as a bridge between employees and insurance providers, ensuring compliance with all applicable state and federal regulations. The specialist will manage full-cycle payroll and support various HR processes related to benefits, compliance, and reporting.
Key Responsibilities
- Payroll Administration
- Process bi-weekly payroll for 185 employees across seven Southeastern states, ensuring accurate input of compensation data (salaries, hourly wages, bonuses, commissions, time worked, PTO, and deductions).
- Manage payroll tax and benefit deductions, ensuring proper compliance and timely processing.
- Handle payroll-related general ledger entries and monthly accruals within Microsoft Dynamics AX.
- Reissue paychecks or direct deposits as necessary due to errors or terminations.
- Oversee and audit year-end payroll reporting, including W-2s and 1095-C forms.
- Manage quarterly and annual submissions including PTO reports, Multiple Worksite Reports (BLS), and US Census data.
- Ensure timely and accurate processing of 401(k) contributions (pre-tax and Roth) and Health Savings Account (HSA) contributions to meet Department of Labor (DOL) guidelines.
- Coordinate data feeds and eligibility files between the HRIS (ADP Workforce Now) and benefit providers.
- Benefits & HR Operations
- Administer employee health and welfare benefits, handling enrollments, changes, terminations, and ensuring accurate payroll deductions.
- Reconcile benefit invoices monthly and coordinate with Accounts Payable as needed.
- Support open enrollment and set up vendor feeds within ADP.
- Respond to employee inquiries regarding benefits, payroll, and HR policies.
- Conduct new hire orientations, prepare onboarding documentation, and maintain employee files.
- Assist with termination processing and exit checklist completion.
- Process background checks, MVRs, and drug screenings for new hires.
- Provide support in benefits audits and recommend necessary improvements or corrective actions.
HR Systems & Reporting
Maintain and update employee data in the HRIS and ERP systems (ADP Workforce Now and Microsoft Dynamics AX), including compensation changes, personal information updates, and leave balances.
Generate reports for compensation, turnover, PTO balances, and benefits data to support HR decision-making and compliance.
File OSHA 300A and EEOC annual reports, and track OSHA incidents quarterly.
Report and manage auto and workers’ compensation claims, including follow-up on employee treatment, vehicle recovery, and insurance coordination.
Process and respond to unemployment claims, including research and disputes.
Coordinate Certificates of Insurance (COI) and maintain compliance documentation.
Requirements
Education & Experience
- High school diploma required; associate degree in Business, HR, or related field preferred.
- 3+ years of direct experience in full-cycle payroll processing is required.
- Demonstrated experience in employee benefits administration and HR/payroll compliance.
- Familiarity with payroll tax filings and reporting requirements.
- Certified Payroll Professional (CPP) certification preferred.
Skills & Attributes
- Strong attention to detail, organizational skills, and the ability to prioritize tasks under deadlines.
- Excellent verbal and written communication skills.
- Proficiency in Microsoft Excel and experience with HRIS and ERP systems (ADP Workforce Now and Microsoft Dynamics AX preferred).
- Minimum typing speed of 55 WPM.
- Proactive mindset with strong problem-solving skills and the ability to work independently.
- Willingness to follow structured processes and continuously seek process improvement.
- High level of integrity and commitment to maintaining confidentiality.
Physical Requirements
- Regularly required to sit at a desk and work on a computer.
- Must be able to walk around the office and occasionally lift up to 10 lbs.
Benefits
• 401(k) plan
• Paid time off
• Paid holidays
• Health insurance
• Dental insurance
• Vision insurance
Automate your job search with Sonara.
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FAQs About This Job
What is the work location for this position at Gatesource Hr?
This job at Gatesource Hr is located in Vero Beach, Florida, according to the details provided by the employer. Some roles may also include multiple work locations depending on the requirement.
What pay range can candidates expect for this role at Gatesource Hr?
Employer has not shared pay details for this role.
What employment applies to this position at Gatesource Hr?
Gatesource Hr lists this role as a Full-time position.
What experience level is required for this role at Gatesource Hr?
Gatesource Hr is looking for a candidate with "Senior-level" experience level.
What benefits are offered by Gatesource Hr for this role?
Gatesource Hr offers Paid Vacation for this position. Actual benefits may vary depending on the employer's policies and employment terms.
What is the process to apply for this position at Gatesource Hr?
You can apply for this role at Gatesource Hr either through Sonara's automated application system, which helps you submit applications 10X faster with minimal effort, or by applying manually using the direct link on the job page.