Description
Senior Payroll & Benefits Specialist - Bilingual Spanish
Location: Wood Dale, IL (Hybrid)
Department: Human Resources
Reports To: Manager, Payroll & Benefits
About Optimas
Optimas is a global distributor of integrated supply chain solutions and engineering support, delivering fasteners, components, industrial, and safety supplies to customers worldwide. Our local, on-the-ground teams understand the nuances of every community we serve, allowing us to adapt and provide highly personalized service and support across the globe.
Position Overview
The Senior Payroll & Benefits Specialist is responsible for leading the day-to-day execution, accuracy, and compliance of payroll and benefits administration for U.S.-based employees. This role owns multi-state payroll processing, benefits operations, and leave of absence administration, ensuring all activities are executed in compliance with federal, state, and local regulations.
This position serves as a key partner to the Manager, Payroll & Benefits, with a strong emphasis on regulatory compliance, audit readiness, and process integrity. The Senior Specialist acts as a subject matter expert, proactively identifying risks, driving process improvements, and supporting strategic initiatives. This role is ideal for a high-performing professional who demonstrates ownership, sound judgment, and readiness to evolve into a leadership role. This person will be a compassionate internal partner to our Spanish-speaking coworkers in navigating complex payroll and benefits questions.
*ONLY LOCAL CANDIDATES WILL BE CONSIDERED AND RECEIVE A RESPONSE*
**SPONSORSHIP FOR THIS ROLE IS NOT AVAILABLE**
***WE WILL NOT BE WORKING WITH STAFFING FIRMS ON THIS ROLE***
Key Responsibilities
Payroll Leadership & Execution
- Lead full-cycle bi-weekly and weekly multi-state payroll processing for U.S. employees
- Ensure accurate calculation of wages, taxes, garnishments, deductions, and adjustments in compliance with all applicable laws
- Perform advanced payroll reviews, identify discrepancies, and resolve issues prior to finalization
- Process complex and off-cycle payments including terminations, bonuses, commissions, and equity-related transactions
- Maintain payroll records to ensure audit readiness, accuracy, and regulatory compliance
- Partner cross-functionally with HR, Finance, and external providers to ensure data integrity and alignment
- Support payroll reconciliations including general ledger tie-outs, quarterly filings, and year-end processes (W-2)
- Participate in payroll system enhancements, implementations, testing, and continuous improvement efforts
Benefits Administration & Oversight
- Administer and optimize day-to-day operations of employee benefits programs (medical, dental, vision, 401(k), disability, and voluntary benefits)
- Act as the primary escalation point for complex benefits issues and employee inquiries
- Ensure accurate and timely processing of enrollments, life events, and terminations across HRIS and vendor systems
- Partner with brokers and vendors to manage service delivery, resolve escalated issues, and maintain data integrity
- Lead operational execution of open enrollment, including system validation, reconciliation, and employee support
Leave of Absence & Compliance Management
- Administer and oversee leave programs including FMLA, ADA, disability, and multi-state/local leave laws
- Ensure compliance with evolving federal, state, and local regulations; escalate risks or gaps proactively
- Coordinate with employees, leadership, HR, and third-party administrators to manage cases end-to-end
- Maintain accurate tracking, documentation, and payroll integration for all leave activity
- Serve as a subject matter expert on leave compliance and best practices
Wellness& Employee Experience
- Lead and support employee wellness initiatives with a focus on engagement and participation
- Evaluate program effectiveness and recommend enhancements
- Contribute to initiatives that improve overall employee experience related to benefits
Vendor Management & Financial Oversight
- Review, audit, and approve benefits-related invoices for accuracy and alignment with enrollments
- Partner with Finance to ensure timely processing and reconciliation
- Liaise with vendors to resolve discrepancies and improve service performance
Process Improvement & Optimization
- Identify and implement process improvements to enhance efficiency, scalability, accuracy, and compliance
- Drive standardization and documentation of workflows and SOPs
- Support system optimization initiatives and automation opportunities
- Recommend best practices aligned with industry standards
Compliance, Reporting & Audit Partnership
- Partner closely with the Manager, Payroll & Benefits on compliance strategy, audit readiness, and risk mitigation
- Generate, analyze, and validate payroll and benefits reports to ensure accuracy and compliance
- Support key regulatory filings and requirements (ACA, 401(k), payroll tax filings, audits, etc.)
- Maintain documentation aligned with federal, state, and local regulations
- Prepare materials and actively support internal and external audits, including responding to audit requests
- Stay current on regulatory changes and recommend process or policy adjustments
Qualifications
- 5+ years of progressive experience processing multi-state payroll
- 5+ years administering employee benefits programs in a complex environment
- Bilingual Spanish skills both spoken and written
- Demonstrated experience managing leave of absence programs (FMLA, ADA, disability, state/local requirements)
- Strong knowledge of federal, state, and local payroll and benefits regulations
- Experience supporting compliance, audits, and regulatory reporting
- Proven ability to identify and implement process improvements
- High attention to detail with strong analytical and problem-solving skills
- Ability to manage sensitive and confidential information with discretion
- Strong organizational skills with the ability to manage multiple priorities in a deadline-driven environment
- Excellent communication and stakeholder management skills
- Excellent internal customer service focus and comfortable translating complex payroll and benefits information to our Spanish-speaking co-workers
Preferred Qualifications
- Experience with UKG (UltiPro) or similar HRIS/payroll systems
- Exposure to payroll reconciliations, audits, and compliance reporting
- Intermediate Excel skills (pivot tables, formulas, data analysis)
Key Competencies
- Strong analytical and problem-solving skills
- High attention to detail and accuracy
- Effective communication and interpersonal skills across all levels of the organization
- Organized, self-directed, and able to prioritize workload while meeting deadlines
What Success Looks Like
- Payroll is processed accurately and on time with minimal corrections
- Benefits and leave processes run smoothly and compliantly
- Employees receive timely, accurate support for payroll and benefits inquiries
- Data is clean, audit-ready, and supports compliance requirements
- Opportunities for process improvement are identified and implemented