Payroll & Benefits Administrator

PURPOSE OF JOB

Under direction of the Senior Manager of Human Resources, the Payroll & Benefits Administrator serves as the Agency’s subject matter expert (SME) for payroll operations and benefits administration. This role is responsible for ensuring the accurate, timely, and compliant processing of all payroll functions while maintaining rigorous internal controls and audit standards.

This position requires advanced knowledge of wage and hour laws, payroll taxation, benefits deductions, and governmental reporting requirements. The Payroll & Benefits Administrator operates with a high degree of independence, sound judgment, and integrity, and is entrusted with safeguarding employee compensation accuracy and regulatory compliance. This role is critical to maintaining employee trust, organizational credibility, and compliance with federal, state, and local regulations.

ESSENTIAL FUNCTIONS

The following duties are standard for this position. The omission of specific statements of duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification.

Payroll Administration & Compliance

· Serve as the Agency’s payroll SME, ensuring the accurate and compliant processing of biweekly payroll for all employees.

· Independently audit payroll prior to final submission to validate:

o Overtime calculations

o Holiday pay rules

o Effective dates for personnel actions

o Benefits deductions

o Garnishments and liens

o Compliance with FLSA and applicable wage laws

· Maintain documented internal controls and payroll audit procedures.

· Identify and proactively resolve discrepancies prior to payroll processing.

· Ensure payroll changes, system updates, and code adjustments are tested and validated before implementation.

· Lead payroll year-end processing including W-2 preparation and tax reconciliation.

· Prepare and file quarterly and annual payroll tax reporting.

· Monitor and interpret changes in payroll legislation and ensure timely implementation.

Benefits Administration

· Oversee administration of all employee benefits programs, including medical, dental, vision, retirement, and voluntary benefits.

· Ensure accurate enrollment, deductions, life event changes, and terminations.

· Serve as primary liaison with benefits carriers and third-party administrators.

· Manage annual open enrollment process, including communications and system updates.

· Ensure compliance with ACA reporting requirements and other benefits-related regulations.

· Reconcile benefits billing and deductions monthly to ensure accuracy.

· Provide guidance to employees regarding benefits options in a professional and service-oriented manner.

Risk Management & Internal Controls

· Establish and maintain strong payroll and benefits internal controls.

· Conduct regular audits of payroll and benefits data to ensure compliance and prevent errors.

· Immediately escalate payroll or compliance risks to the Senior Manager of Human Resources.

· Maintain strict confidentiality and data integrity standards.

· Document payroll procedures and continuously improve processes to reduce risk.

Budget & Billing Support

· Supports the administration of the Human Resources department’s annual operating budget by reconciling payroll and benefits expenses, verifying invoices, maintaining documentation, and providing data to HR leadership for budget monitoring and reporting.

· Assists the Senior Manager of Human Resources with budget tracking by updating spreadsheets, monitoring payroll and benefits expenses, reconciling invoices, and flagging discrepancies for review.

· Review and reconcile payroll expense allocations, including benefits, retirement contributions, employer tax liabilities, and wellness program costs.

· Support external and internal audits by providing payroll, benefits, and HR financial documentation as requested.

Employee Service & Communication

· Provide timely, professional, and solution-oriented responses to payroll and benefits inquiries.

· Take ownership of employee questions through resolution.

· Communicate clearly with HR and Finance regarding payroll impacts of personnel actions.

REQUIREMENTS TO PERFORM WORK

QUALIFICATION GUIDELINES

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Where applicable, an equivalent combination of education and experience may be considered in lieu of education/experience listed below.

EDUCATION AND EXPERIENCE

· Bachelor’s degree in Accounting, Finance, Business Administration, Public Administration, or related field.

· Minimum of five (5) years of progressive payroll experience, including full-cycle payroll processing.

· Demonstrated experience in compliance-driven payroll environments.

· Experience administering employee benefits programs.

· Advanced working knowledge of FLSA, wage and hour law, payroll taxation, and ACA requirements.

· Experience with UKG Ready (strongly preferred).

Preferred Certifications

· Certified Payroll Professional (CPP) or Fundamental Payroll Certification (FPC) preferred.

· CEBS or other benefits-related certification preferred.

Special Requirement:

· Hold a current valid Texas Driver’s License or have the ability to obtain one upon entry into the position.

· Must be able to maintain confidentiality and perform work with a high degree of independence and professionalism.

Knowledge, Skills & Abilities:

• Advanced understanding of payroll systems, wage laws, and compliance requirements.
• Strong analytical and audit skills with demonstrated ability to identify discrepancies.
• High level of integrity and discretion.
• Strong written and verbal communication skills.
• Ability to work independently with minimal supervision.
• Demonstrated ability to implement and improve processes.

Ideal candidate:

• Operates as a payroll expert and trusted advisor.
• Demonstrates rigorous attention to detail.
• Proactively identifies risk and resolves issues before impact occurs.
• Balances compliance precision with employee-centered service.
• Communicates transparently and escalates concerns promptly.
• Maintains credibility and trust in all payroll and benefits matters.
  
  

PHYSICAL ACTIVITIES

Physical activity includes, but is not limited to: on a continuous basis, sit at a desk for long periods of time; intermittently twist and reach office equipment; write or use keyboard to communicate through written means; occasionally run errands; lift light weight; reaching above the waist, reaching below the waist, and reaching waist to shoulder to reach inventory on shelves; repetitive motion and fingering when using computer keyboard; talking and hearing when dealing with customers.

Come be a part of an amazing team working to move the people of the 6th largest growing county in the United States!

Additional perks and benefits that accompany full-time employment with DCTA:

· Employee portions of Medical and Dental benefits are 100% paid by the Agency.

· If you have utilized a Proportionate Retirement Program in the past, the service time transfers to DCTA’s retirement system, TCDRS. The following systems apply:

o Texas Municipal Retirement System (TMRS)

o Employees Retirement System (ERS)

o Judicial Retirement System of Texas (JRS)

o Teacher Retirement System of Texas (TRS)

o City of Austin Employees Retirement System (COAERS)

· Expanding time-off accruals: 12 days of vacation time accrued for the first year, increasing by one day each year, with a max of 17 days annually. Additionally, employees earn 12 days of sick time each year, 4 floating holidays, 9 fixed holidays, and the ability to earn two additional days off through the Wellness Program.

· Regional transit passes (bus and rail) for you and your immediate family.

· DCTA strives to continually improve our Servant Leadership We pride ourselves in having an open, caring, and communicative community of employees, with the drive to help build each other up.

· Extensive Wellness Program, including several opportunities to volunteer with the agency, sporadic lunch and learn events, chair massages, the potential to earn two extra days off each year, and continual efforts to improve wellness throughout the agency.

***DCTA is proud to be an Equal Employment Opportunity Employer***

Denton County is the 6th fastest-growing county in United States with nearly 950,000 residents, according to the U.S. Census Bureau. DCTA is committed to improving mobility, air quality, economic development and livability in the areas we serve. Since inception, DCTA has accelerated innovative transportation solutions critical to reducing traffic congestion and enhancing air quality, while contributing to strategic growth and development, and improving the quality of life for Denton County residents. DCTA drives a better future for Denton County by getting people where they need and want to go.