Payroll and Benefits Administrator (4182)

Journey Mental Health Center; Madison (WI); On-site; USD 64,000 - 74,000; Full time

Job summary

Journey Mental Health Center is seeking a Payroll and Benefits Administrator to manage the full payroll cycle, benefits enrollments, and related HR compliance. This role partners with HR and Finance to ensure accurate records and regulatory adherence.

Responsibilities include processing payroll, administering employee benefits including COBRA and ACA reporting, maintaining HRIS data, generating audits and reports, and acting as a confidential resource for staff and leadership.

Qualifications

• Minimum 3–5 years of experience in payroll or benefits administration.
• Experience with ACA compliance and reporting.
• Experience with HRIS and payroll systems.
• Knowledge of payroll tax regulations.
• Ability to maintain confidentiality and handle sensitive information.

Responsibilities

• Prepare, process, audit, and distribute payroll for all employees.
• Administer employee benefits programs including enrollments and COBRA/ACA activities.
• Maintain HRIS and employee records accurately.
• Ensure compliance with federal, state, and local regulations; generate reports for audits.
• Support payroll and benefits audits and provide management with analyses.
• Provide training and guidance on payroll and benefits processes.

Skills

Payroll principles

Tax regulations

Employment laws

HRIS

Microsoft Excel

Data analysis

Confidentiality

Communication skills

Education

High School diploma

Tools

HRIS systems

Payroll software

Excel

Job description

Job Details

Job Location: MADISON, WI 53711Position Type: Full TimeEducation Level: High SchoolSalary Range: $63,800.00 - $73,500.00 Salary/yearTravel Percentage: NegligibleJob Shift: DayJob Category: Human Resources

Job Summary

Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

Journey Mental Health Center upholds a strong commitment to People, Opportunities, Community, and Access (POCA)that guides our daily operations. We foster a caring community for all individuals to feel a sense of belonging. We prioritize delivering services that are centered around ensuring fairness and inclusivity for all. We are dedicated to demonstrating courage and initiative within our agency and community to actively dismantle structural oppression for all affected communities.

The Payroll and Benefits Administrator is responsible for the accurate and timely administration of payroll, employee benefits, leave programs, and related compliance activities for the organization. This position manages the full payroll cycle for employees, oversees employee benefit programs and enrollments, maintains HRIS and employee records, coordinates reporting and audits, and serves as a confidential resource for employees and leadership regarding payroll, benefits, and human resources matters.

The Payroll and Benefits Administrator works closely with Human Resources, Finance, and management to ensure compliance with federal and state regulations, maintain data integrity, support reporting requirements, and deliver exceptional employee service.

Duties / Responsibilities

Payroll Administration

• Prepare, process, audit, issue, and distribute payroll for all employees.
• Ensure accurate payroll data including earnings, deductions, benefits, taxes, leave balances, and direct deposits.
• Manage and track garnishments, child support orders, tax levies, and other payroll deductions in compliance with applicable laws.
• Process payroll deduction payments and payroll tax deposits.
• Review and audit quarterly and annual payroll tax reports, including W-2s and other required filings.
• Manage year-end payroll processes and new-year payroll setup.
• Maintain payroll-related general ledger allocations and reporting.
• Ensure accuracy and confidentiality of payroll records.
• Process employment verifications and wage information requests.
• Maintain and update payroll policies, procedures, and documentation.

Benefits Administration

• Administer employee benefit programs including health, dental, vision, life, disability, retirement, and voluntary benefits.
• Coordinate benefit enrollments, changes, terminations, and annual open enrollment activities.
• Conduct new employee benefits orientation and education.
• Serve as the primary contact for employees regarding benefit questions and issues.
• Manage COBRA administration and related communications.
• Coordinate benefit premium payments and reconciliations.
• Prepare retirement plan contribution reports and support retirement plan administration activities.
• Participate in retirement plan census preparation, audits, and reporting.
• Assist with Affordable Care Act (ACA) reporting and compliance requirements.
• Assist with the development and maintenance of Summary Plan Descriptions (SPDs) and benefits communications.

HRIS and Employee Records Administration

• Maintain accurate employee, payroll, and benefits records within the HRIS and related systems.
• Perform regular audits to ensure data accuracy and integrity.
• Maintain confidential personnel and compensation information.
• Generate reports and analytics for management, finance, auditors, and regulatory agencies.
• Ensure compliance with document retention requirements.

Compliance, Reporting, and Audits

• Ensure compliance with federal, state, and local payroll, tax, benefits, wage and hour, and employment regulations.
• Prepare reports required by government agencies, auditors, and organizational leadership.
• Support annual financial, payroll, retirement plan, and benefits audits.
• Assist with compensation analyses, salary surveys, and workforce reporting.
• Monitor regulatory changes affecting payroll and benefits administration and recommend process updates.
• Maintain written procedures and process documentation for all areas of responsibility.

Collaboration and Employee Support

• Coordinate and reconcile information between Human Resources and Finance.
• Provide training and guidance to employees and supervisors regarding payroll and benefits processes.
• Assist with the development and implementation of HR policies and procedures.
• Serve as a backup resource for other HR functions as needed.
• Participate in committee meetings, special projects, and organizational initiatives.

Qualifications / Skills / Abilities

• Thorough knowledge of payroll principles, practices, tax regulations, and employment laws.
• Knowledge of employee benefits administration, retirement plans, leave management, ADA, FMLA, COBRA, ACA, and HIPAA requirements.
• Proficiency with HRIS, payroll, and benefits administration systems.
• Advanced Microsoft Excel and data analysis skills.
• Strong analytical and problem-solving abilities with exceptional attention to detail.
• Ability to maintain strict confidentiality and handle sensitive employee information.
• Excellent organizational skills with the ability to manage multiple priorities and deadlines.
• Strong customer service, interpersonal, and communication skills.
• Ability to interpret policies, regulations, and plan documents and explain them to employees and managers.
• Ability to reconcile payroll, benefits, and financial data accurately.
• Demonstrated ability to work independently, exercise sound judgment, and collaborate effectively with cross-functional teams.
• Commitment to continuous improvement, accuracy, compliance, and employee support

Education and Experience

Essential:

• Minimum of three (3) to five (5) years of experience in payroll, benefits administration, human resources, or a related field.
• Experience administering employee benefits programs and payroll processes.
• Knowledge of payroll tax regulations and employment-related compliance requirements.
• Experience working with HRIS, payroll systems, and large databases.
• Experience with ACA compliance and reporting.
• Experience with compensation analysis and wage surveys.

Physical Requirements

• Requires driving, sitting, standing, light lifting, bending, and reaching; and the ability to use and operate standard office equipment, including computer, calculator, phone, printer, cell phone, facsimile, etc.

Working Conditions

In person or limited hybrid

Hiring Process

All potential candidates will need to successfully pass the Background Information Disclosure (BID) for entity employees and contractors. Wisconsin’s Caregivers Law requires background and criminal checks are required by the Department of Health Services and Wis. Stat. 50.065(6)(c) and Wis. Admin Code § DHS 12.05(4)

Equal Employment Opportunity Statement

Journey Mental Health Center provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.