Payroll & Benefits Specialist | Full Time | Jefferson Lines - Minneapolis, MN
Position Overview
Jefferson Lines is seeking a Payroll & Benefits Specialist to manage full-cycle payroll and benefits administration for 300+ employees across multiple business entities and states. This position plays a critical role in ensuring employees are paid accurately and on time while maintaining compliance with payroll, tax, benefits, employment, and company requirements.
The Payroll & Benefits Specialist owns the payroll process from start to finish, including payroll processing, audits and reconciliations, employee records, tax and regulatory reporting, benefits administration, deductions, and year-end activities. This position also serves as a key resource for employees and leadership, providing timely and knowledgeable support regarding pay, benefits, deductions, leave, and related policies.
Working closely with Human Resources, Finance & Accounting, Operations, and external benefit and payroll partners, this position ensures accurate payroll data, proper financial reporting, compliance with applicable Collective Bargaining Agreements (CBAs), and consistent administration across the organization.
The ideal candidate is highly detail-oriented, organized, confidential, and dependable, with the ability to independently manage a high-volume payroll function while providing excellent service to employees and maintaining strict compliance with applicable requirements.
Essential Duties and Responsibilities
Payroll Administration
- Manage and execute accurate, timely, and complete bi-weekly payroll processing for 300+ employees across multiple business entities and states.
- Review and audit payroll data, timekeeping records, earnings, deductions, benefits, and adjustments prior to payroll submission.
- Process payroll changes, including new hires, terminations, pay changes, bonuses, premium pay, deductions, and other employee transactions.
- Research and resolve payroll discrepancies and employee pay inquiries in a timely manner.
- Maintain accurate employee payroll records and ensure payroll information is properly maintained within the HRIS/payroll system.
- Coordinate with Human Resources, Finance & Accounting, and Operations to resolve payroll issues and ensure accurate processing.
Benefits Administration
- Administer employer-sponsored benefit programs and maintain accurate employee benefit records.
- Coordinate with benefit providers and internal partners regarding eligibility, enrollment, changes, deductions, and employee questions.
- Lead and coordinate the annual Open Enrollment process, including employee communications and coordination with benefit vendors.
- Reconcile benefit deductions and payments to ensure accurate payroll and vendor records.
- Assist with required benefits reporting, audits, and compliance activities, including 401(k) audits and Form 5500 requirements.
Payroll Accounting & Reconciliation
- Maintain accurate payroll records and provide payroll information and reporting to Finance & Accounting.
- Prepare payroll-related cost allocations, reconciliations, and financial reports.
- Reconcile payroll, benefit deductions, taxes, and other payroll-related accounts.
- Ensure payroll information is accurately coded and aligned with Accounting Department requirements.
- Maintain appropriate documentation and audit trails for payroll and benefits transactions.
- Assist with workers' compensation payroll classifications and related reporting.
Compliance & Regulatory Administration
- Maintain compliance with applicable federal and state payroll and employment requirements.
- Support required reporting and audits, including ACA, 401(k), Form 5500, EEO/Affirmative Action, and multi-state unemployment requirements.
- Monitor changes in payroll and benefits requirements and coordinate necessary updates with appropriate internal and external partners.
- Assist Human Resources with multi-state unemployment claims and employer fact-finding responses.
- Maintain organized, audit-ready records and documentation.
Union & Collective Bargaining Agreement Administration
- Interpret and apply payroll provisions contained within applicable Collective Bargaining Agreements (CBAs).
- Ensure proper administration of union-specific pay rules, premium pay, seniority requirements, deductions, and other payroll provisions.
- Work with Human Resources and Operations to resolve payroll questions related to CBA requirements.
- Maintain accurate records related to union payroll requirements.
Deductions & Employee Records
- Process court-ordered garnishments, tax levies, child support orders, and other statutory deductions in accordance with applicable requirements.
- Coordinate employment and income verification requests.
- Maintain accurate and confidential employee payroll and benefits records.
- Ensure appropriate documentation is maintained for payroll adjustments and employee changes.
Leave & Absence Administration
- Track and administer payroll-related aspects of FMLA, short-term disability, military leave, workers' compensation, and other employee absences.
- Coordinate with Human Resources and employees to ensure accurate leave-related payroll and benefit deductions.
- Maintain appropriate documentation and payroll records associated with employee leaves.
Employee Support & Customer Service
- Serve as a primary point of contact for employees regarding payroll, benefits, deductions, leave-related pay, and other compensation questions.
- Provide professional, responsive, and confidential assistance to employees at all levels of the organization, including commercial drivers and field employees.
- Communicate payroll and benefits information clearly and accurately to employees, leadership, and external partners.
- Investigate employee questions and resolve issues with appropriate urgency and discretion.
Confidentiality & Information Security
- Maintain strict confidentiality of employee personal information, compensation data, payroll records, benefit information, and leave documentation.
- Follow company policies and established controls for protecting sensitive employee and financial information.
- Exercise sound judgment when handling confidential and sensitive employee matters.
Benefits
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Referral program
- Vision insurance
Qualification Requirements
- Bachelor's degree or equivalent combination of education and experience.
- Minimum of four (4) years of professional experience in payroll and benefits administration, preferably in a multi-state environment.
- Experience managing full-cycle payroll for a workforce of 200+ employees strongly preferred.
- Experience working with multiple business entities or related corporate organizations preferred.
- Previous experience working with union employees and Collective Bargaining Agreements (CBAs) strongly preferred.
- Payroll certification such as FPC or CPP is desirable.
- Strong understanding of payroll processing, payroll taxes, deductions, benefits, reconciliations, and compliance requirements.
- Demonstrated ability to work with large amounts of employee, timekeeping, payroll, and financial data with a high degree of accuracy.
- Strong analytical and problem-solving skills with excellent attention to detail.
- Strong customer service and communication skills, with the ability to work effectively with employees, managers, executives, auditors, vendors, and field personnel.
- Proficiency with HRIS and payroll systems; Paycom experience preferred.
- Strong working knowledge of Microsoft Office, particularly Excel, including VLOOKUP/XLOOKUP, PivotTables, and other data analysis functions.
- Ability to maintain strict confidentiality when handling sensitive employee and company information.
- Ability to independently prioritize multiple deadlines and responsibilities while remaining organized and composed during urgent payroll adjustments or employee issues.
About Jefferson Lines
Jefferson Lines has been providing reliable and affordable transportation across the Midwest since 1919. As a family-owned company with more than a century of experience, we are committed to providing exceptional service to our passengers, employees, and communities.
Our employees are at the heart of our success. Join a team where your work directly supports the people who keep Jefferson Lines moving every day.
Physical Demands
While performing the duties of this position, the employee is regularly required to sit at a workstation; use hands to operate a computer, keyboard, telephone, and other office equipment; and communicate clearly in person, by telephone, and through video and electronic communication.
The employee may occasionally be required to lift or move office materials or document boxes weighing up to 50 pounds.
Equal Employment Opportunity
Jefferson Lines is committed to providing equal employment opportunities to all qualified individuals. We do not discriminate on the basis of race, age, color, sex, religion, national origin, disability, veteran status, sexual orientation, gender identity or expression, or any other status protected by federal, state, or local law.