USA Benefits & Payroll Administrator

About You

You are a meticulous and proactive payroll and benefits professional who takes full ownership of the employee experience behind the scenes. You thrive in fast-paced multi-entity environments where no two days look the same and you bring a rare combination of technical precision and people-first thinking to everything you do. You dont just process payroll you ensure every employee is paid accurately on time and with complete confidence. Youre equally at home navigating complex benefits renewals multi-state compliance requirements and leave of absence case management. You hold yourself to the highest standard of accuracy confidentiality and integrity because you know that getting the details right is what earns trust. If youre someone who sees what needs to be done takes initiative and drives it all the way to completion this role was built for you.

What Youll Do and How Youll Have an Impact

Full-Cycle Payroll Administration

• Process and manage end-to-end payroll for multiple US-based entities including regular off-cycle and ad hoc payroll runs;
• Ensure accurate calculation of wages deductions garnishments tax withholdings and all payroll-related transactions;
• Manage multi-state payroll tax registrations closures filings and compliance including SUI and SIT accounts;
• Lead year-end payroll activities including W-2 preparation reconciliation and distribution;
• Serve as the primary liaison with payroll vendors and resolve processing issues in a timely manner;
• Audit and maintain payroll records to ensure data integrity across all entities.

Full-Cycle US Benefits Administration

• Administer all US employee benefit programs including medical dental vision life disability FSA/HSA and 401(k) plans across multiple companies;
• Manage the full benefits lifecycle: enrollment changes terminations COBRA QMCSO and qualifying life events;
• Lead annual open enrollment planning communication execution and post-enrollment reconciliation for all supported entities;
• Partner with brokers carriers and third-party administrators on plan setup renewals billing reconciliation and issue resolution; negotiate contracts and renewals on behalf of the organization;
• Support 401(k) plan administration including audit coordination compliance testing (ADP/ACP top-heavy) and Form 5500 filings.

Leave of Absence (LOA) Management

• Administer and track employee leaves of absence in compliance with FMLA ADA state-specific leave laws and company policies;
• Serve as the primary point of contact for employees managers and vendors on leave eligibility documentation requirements timelines and status updates;
• Coordinate leave-related pay benefits continuation and return-to-work processes;
• Partner with managers and HR Business Partners to ensure a smooth supportive experience throughout the leave lifecycle;
• Maintain accurate confidential leave records and reporting in HRIS and case management systems.

Compliance & Reporting

• Stay current on federal state and local payroll and benefits regulations (FLSA ERISA ACA COBRA HIPAA);
• Ensure timely and accurate compliance filings including ACA reporting (1094-C/1095-C) EEO-1 and state-specific requirements;
• Generate and analyze payroll and benefits reports to support audits budgeting and leadership decision-making;
• Support due diligence and integration activities related to newly acquired entities.

Process Improvement & Cross-Functional Collaboration

• Identify opportunities to streamline payroll and benefits processes increase automation and enhance the employee experience;
• Partner with Finance Legal and People Operations to ensure alignment on compensation benefits and compliance matters;
• Maintain clear up-to-date process documentation and SOPs;
• Contribute to payroll and benefits projects and initiatives as needed.

What Were Looking For

• 35 years of hands-on experience in US payroll processing and benefits administration with demonstrated experience in a multi-state multi-entity environment;
• Strong working knowledge of federal and state payroll tax regulations and benefits compliance including ERISA ACA COBRA FMLA and 401(k) plan administration;
• Experience with HRIS and payroll platforms such as ADP Paylocity Gusto Rippling or similar;
• Advanced proficiency in Excel or Google Sheets VLOOKUPs pivot tables and data reconciliation are second nature to you;
• A track record of handling sensitive compensation and personal data with the highest level of discretion and integrity;
• Strong communication skills with the ability to translate complex payroll and benefits topics clearly for employees and stakeholders at all levels;
• FPC CPP or CEBS certification is preferred;
• Bachelors degree in Human Resources Business Administration Finance Accounting or a related field or equivalent practical experience.

At AppDirect we believe that innovation thrives in an environment that houses diversity of excellence experience and thought. We respect each AppDirector as their own fingerprint; unique with no one alike. We foster an environment of inclusion without regard to race religion age sexual orientation or gender identity enabling AppDirectors to embrace their uniqueness to do their best work. As such we strongly encourage applications from Indigenous peoples racialized people people with disabilities people from gender and sexually diverse communities and/or people with intersectional identities.

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