JOB DESCRIPTION Job Title: HR Specialist – Payroll & Benefits Reports to: HR Manager – North America Location: Hybrid (Valencia, CA & West Hollywood, CA) Company to provide monthly stipend for travel. Position Summary The HR Specialist – Payroll & Benefits is responsible for all aspects of payroll and benefits administration to support operations in the U.S. and Canada. This role ensures that internal and external interfaces, payroll processing, taxation, benefits administration, reconciliation, and reporting requirements meet all regulatory standards and company expectations. The HR Specialist – Payroll & Benefits develops best practices and optimizes payroll and benefits processes while collaborating closely with Finance and Human Resource departments to support organizational objectives and employee experience. Essential Duties and Responsibilities Duties include the following (other duties may be assigned): - Ensure the highest commitment to quality customer service for all employees and external vendors/organizations
- Manage daily payroll functions including the calculation, processing, and distribution of payroll payments for bi-weekly payroll and semi-monthly commissions in a multi-state, multi-country, and multi-company environment
- Process appropriate deductions and remittances while ensuring compliance with Provincial and State legislation as it relates to record-keeping, confidentiality, new hires, and separations
- Administer employee benefit programs including medical, dental, vision, life insurance, disability, retirement plans, and voluntary benefit offerings
- Coordinate benefits enrollment, qualifying life event changes, terminations, and annual open enrollment activities
- Serve as the primary point of contact for employee payroll and benefits inquiries, resolving issues in a timely and professional manner
- Maintain accurate payroll and benefits records within HRIS and payroll systems while ensuring data integrity and confidentiality
- Partner with benefit brokers, third-party administrators, and insurance carriers to manage eligibility, billing reconciliation, reporting, and issue resolution
- Reconcile employee benefit deductions, carrier invoices, retirement contributions, and leave accruals to ensure accurate payroll processing and financial reporting
- Deduct and remit RRSP and 401(k) contributions
- Support compliance with ACA, COBRA, ERISA, FMLA, HIPAA, and applicable federal, state, and provincial regulations related to payroll and employee benefits
- Process year-end ACA reporting for the U.S. (Forms 1095-C and 1094-C)
- Coordinate preparation and reconciliation of T4s, W-2s, and other related annual reporting requirements
- Ensure accurate and timely response to garnishment notifications, employment/income verifications, subpoenas, and governmental and regulatory agencies
- Assist with leave of absence tracking and coordination including disability, parental leave, workers’ compensation, and other protected leaves as applicable
- Create monthly sales commission reports from accounting software (Sage X3) and record entries in the General Ledger
- Review, prepare, verify, and reconcile payroll journals for the Finance Department, as well as prepare working papers for monthly financial reports
- Assist with payroll audits, benefits audits, and internal/external compliance reviews
- Identify opportunities for process improvements and automation within payroll and benefits administration functions
- Assist the Finance team as required with related assignments
- Collaborate with other departments to execute organizational goals
QUALIFICATIONS: - 3+ years of payroll administration experience in a multi-state, multi-country, and multi-company environment
- Experience administering employee benefits programs including health and welfare plans and retirement plans
- Strong working knowledge of payroll, benefits, labor, and tax legislation, including wage and hour laws in the U.S. and Canada
- Knowledge of ACA, COBRA, ERISA, FMLA, and related compliance requirements preferred
- BA/BS highly preferred
- CPP, PCP, CPM, or related payroll/benefits certification is a plus
- Experience with Paylocity payroll processing highly preferred
- Proficiency with payroll systems, HRIS platforms, and benefits administration systems
- Advanced proficiency in Microsoft Office Suite with strong Excel skills including reporting and reconciliation functions
- Strong analytical, organizational, and problem-solving skills with exceptional attention to detail and accuracy
- Excellent interpersonal, communication, and customer service skills
- Ability to manage sensitive and confidential information with professionalism and discretion
- Ability to prioritize multiple deadlines in a fast-paced environment
PHYSICAL DEMANDS: While performing the duties of this job, the employee is frequently required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms; kneel; talk; or hear, and hand grip. The employee may frequently lift, pull or push and /or move more than 50 pounds. Frequently use copier, scanner, fax machine, phone, and computer equipment. The employee is occasionally required to sit, Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. WORK ENVIORNMENT: While performing the duties of this job, the employee is occasionally exposed to inside cold or heat weather conditions; the noise level in the work environment is usually moderate. DISCLAIMER: The above information on this description has been designated to indicate the general nature and le vel of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.
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