Payroll & Benefits Administrator

Summit Aviation; Town of Middletown (NY); On-site; USD 65,000 - 85,000; Full time

Job summary

SUMMIT AVIATION, INC. seeks a Payroll & Benefits Administrator to manage bi-weekly payroll via ADP Workforce Now and administer employee benefits.

Reports to the HR Manager and is based in Delaware, with travel as needed. Responsibilities include auditing timecards, balancing payroll, ensuring FLSA and tax compliance, maintaining confidential records, and supporting HR initiatives with excellent service to employees.

Qualifications

• Bachelor's degree in HR, business, accounting, finance, or related field.
• Minimum of 3 years payroll administration experience.
• Experience with ADP Workforce Now or similar HRIS/payroll software.
• Experience with multi-state payroll preferred.
• Advanced Excel skills (formulas, lookups, pivot tables, reporting).
• Excellent written and verbal communication.

Responsibilities

• Prepare, audit, reconcile, and process bi-weekly payroll via ADP Workforce Now.
• Review payroll data for hours, overtime, PTO, deductions, taxes, and benefits.
• Audit timecards and resolve discrepancies with supervisors.
• Balance payroll registers and reconcile payroll reports.
• Administer benefits programs (medical, dental, vision, life, disability, FSA/HSA, COBRA, 401(k)).
• Coordinate open enrollment and benefit enrollments.
• Ensure compliance with FLSA, wage/hour laws, and payroll taxes.
• Maintain confidential personnel files and HR records.
• Assist with recruiting, background checks, and orientation.
• Provide outstanding customer service to employees and management.

Skills

Attention to detail

Analytical skills

Time management

Communication

Confidentiality

Excel proficiency

Education

Bachelor's degree in HR, business, accounting, finance, or related field

Tools

ADP Workforce Now

Microsoft Excel

Microsoft Office

Job description

SUMMIT AVIATION, INC.

POSITION DESCRIPTION AND SPECIFICATION

POSITION TITLE: Payroll & Benefits Administrator DATE: September 2026

FLSA STATUS: Exempt DEPT: General Administration

LOC: Delaware TRAVEL: Varies

POSITION SUMMARY: The Payroll & Benefits Administrator reports to the Human Resources Manager and is responsible for the accurate, timely, and compliant administration of payroll and employee benefit programs. This position serves as the company's primary payroll administrator, preparing, auditing, reconciling, and processing bi-weekly payroll through ADP Workforce Now while ensuring compliance with all applicable federal, state, and local regulations. The role also administers employee benefit programs, supports Human Resources initiatives, and provides exceptional customer service to employees and management. Success in this position requires exceptional attention to detail, analytical thinking, sound judgment, strong organizational skills, and the ability to manage multiple priorities while maintaining strict confidentiality.

JOB DUTIES AND RESPONSIBILITIES

1. Prepare, audit, reconcile, and process accurate bi-weekly payroll using ADP Workforce Now.
2. Review payroll data including hours worked, overtime, PTO, commissions, bonuses, shift differentials, deductions, garnishments, taxes, and benefit deductions prior to payroll submission.
3. Audit employee timecards and collaborate with supervisors to resolve discrepancies before payroll processing.
4. Balance payroll registers and reconcile payroll reports each pay period to ensure accuracy.
5. Process off-cycle payrolls, retroactive adjustments, manual checks, final paychecks, and payroll corrections.
6. Maintain payroll records and supporting documentation in accordance with company policy and legal requirements.
7. Ensure compliance with Fair Labor Standards Act (FLSA), wage and hour laws, payroll tax regulations, garnishment requirements, and other applicable employment laws.
8. Generate payroll reports and assist with internal and external audits, including year-end payroll activities.
9. Administer employee benefit programs including medical, dental, vision, life insurance, disability, FSA/HSA, COBRA, and 401(k).
10. Process benefit enrollments, qualifying life events, terminations, and annual Open Enrollment.
11. Respond to employee benefit questions and work closely with vendors and third-party administrators.
12. Coordinate payroll related onboarding activities including new hire setup, direct deposit, tax forms, and benefit enrollment.
13. Process employee status changes to include promotions, transfers, compensation changes, and separations.
14. Coordinate payroll and benefit impacts related to leaves of absence including FMLA and paid leave programs.
15. Maintain confidential personnel files and HR records.
16. Assist with recruiting, background checks, orientation, and other HR initiatives as needed.
17. Provide outstanding customer service while maintaining professionalism and confidentiality.
18. Perform other duties and special projects as assigned.

CORE COMPETENCIES

1. Exceptional attention to detail and accuracy.
2. Strong analytical, reconciliation, and critical thinking skills.
3. Ability to identify and resolve payroll discrepancies independently.
4. Excellent organizational and time management skills.
5. Ability to prioritize multiple deadlines in a fast-paced environment.
6. Strong interpersonal and customer service skills.
7. Ability to exercise sound judgment and maintain strict confidentiality.
8. Advanced proficiency with Microsoft Excel and Microsoft Office.
9. Ability to work independently with minimal supervision while collaborating effectively with the HR team.

SKILLS AND EXPERIENCE

1. Bachelor's degree in human resources, Business Administration, Accounting, Finance, or a related field required.
2. Minimum of three (3) years of payroll administration experience required.
3. Human Resources and employee benefits administration experience preferred.
4. Experience processing payroll using ADP Workforce Now or comparable HRIS/payroll software required.
5. Experience processing multi-state payroll preferred.
6. Advanced Microsoft Excel skills (formulas, lookups, pivot tables, and reporting) preferred.
7. Excellent written and verbal communication skills.

Physical Requirements: This position requires the ability to sit or stand for extended periods, operate a computer and other standard office equipment, and perform general office duties.

Working Environment

Work is performed in a professional office environment with frequent interaction with employees, management, vendors, and outside agencies. The incumbent is expected to maintain the highest level of confidentiality and professionalism at all times.

DISCLAIMER

This job description is intended to describe the general nature and level of work performed by employees assigned to this position. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. Management reserves the right to modify or assign additional duties as business needs require.