Senior Payroll & Benefits Administrator

AISI AEGIS Insurance Services, Inc.; United States; Hybrid; USD 95,000 - 105,000; Full time

Benefits offered by this job

Health & Wellness benefits

401(k) plan with matching

Hybrid work schedule

Paid time off

Job summary

AEGIS Insurance Services, Inc. is seeking a Senior Payroll & Benefits Administrator to support payroll, benefits, and executive benefit programs, ensuring compliance and timely reporting.

The role provides senior-level accounting and analytical support to the Manager - Payroll and Benefits Accounting while upholding strict confidentiality. The ideal candidate brings 4+ years in payroll/benefits, familiarity with Workday or UKG, and strong communication skills to coordinate with HR, legal,

Qualifications

• Minimum 4 years of payroll, benefits administration, accounting operations or related experience.
• Experience with executive or non-qualified benefit plans desired.
• Undergraduate degree in Accounting, Finance, HR, Business Administration or related field preferred or equivalent experience.
• CPP certification is desirable.
• Strong knowledge of payroll compliance and benefit accounting concepts.
• Familiarity with state and federal payroll regulations.

Responsibilities

• Maintain payroll tax compliance across federal, state and local levels.
• Prepare schedules, reconciliations and supporting analyses for payroll, benefits, pension and related accounting activities.
• Assist with monthly payroll and benefit accounting entries and reconcile differences.
• Support annual benefit plan valuation, audits and reporting with census, compensation and plan data.
• Coordinate documentation for COLI policy payments and reporting, including tax forms.

Skills

Payroll experience

Benefits administration

Analytical skills

Discretion/confidentiality

Communication skills

Education

Undergraduate degree in Accounting/Finance/HR/Business

CPP (Certified Payroll Professional) desired

Tools

Workday Financials

Workday HCM

UltiPro/UKG

Job description

Senior Payroll & Benefits Administrator

AEGIS Insurance Services, Inc. (“AEGIS”) has an immediate opening for a Senior Payroll and Benefits Administrator to support accounting, administration, reporting and analysis of payroll, benefits and executive benefit programs; to prepare reconciliations, schedules, payment documentation and vendor/audit support; and to provide senior-level administrative and analytical support to the Manager - Payroll and Benefits Accounting while maintaining the highest standard of confidentiality.

Job Requirements

• Minimum 4 years of payroll, benefits administration, accounting operations or related experience
• Experience with executive benefit or non-qualified benefit plans desired
• Undergraduate degree in Accounting, Finance, Human Resources, Business Administration or related field preferred or equivalent payroll, benefits or accounting experience
• Certified Payroll Professional (CPP) desired
• Working knowledge of payroll and benefit accounting concepts, reconciliations, journal entries, payment processing and supporting documentation
• Applied knowledge of state and federal regulations pertaining to payroll
• Experience with Workday Financials or Workday HCM, UltiPro/UKG, or similar payroll, HRIS or financial systems desired
• Strong analytical, organizational and follow-up skills with excellent attention to detail and ability to manage recurring deadlines
• Demonstrated ability to handle sensitive compensation, benefits, employee, executive and retiree information with discretion and confidentiality
• Strong written and verbal communication skills and ability to coordinate effectively with Accounting, Human Resources, Legal, Payroll, external vendors and auditors
• Proficiency with Microsoft Office; Specifically Excel, Word, and Outlook
• Ability to maintain accurate schedules, reconciliations and records

AEGIS Core Competencies

• Collaborative Communications and Behavior: Develops and maintains effective working relationships as a team member and across divisions; readily collaborates and shares information, seeks and provides constructive feedback, and supports a respectful workplace
• Initiative and Accountability: Proactively addresses opportunities to enhance AEGIS’ people, processes, products, and services, takes ownership for one’s responsibilities by acting with integrity and in the best interest of the organization and stakeholders
• Quality-Focused: Demonstrates a solution-focus, displays thoroughness and accuracy through quality deliverables, and demonstrates persistence and perseverance in achieving concrete and tangible outcomes
• Service-Oriented: Conveys a genuine desire and ability to anticipate and meet customer needs and creates and nurtures mutually beneficial relationships within AEGIS and with AEGIS Members and brokers

Essential Job Functions

• Data Management and Reporting: Maintain payroll tax compliance, including federal, state and local withholding requirements
• Prepare and maintain recurring schedules, reconciliations and supporting analyses for payroll, benefits, pension, SERP, COLI and other executive benefit-related accounting activities
• Assist with monthly payroll and benefit accounting entries, research reconciliation differences and prepare support for manager review
• Support annual and recurring benefit plan valuation, audit and reporting processes by compiling census, compensation, account balance, payout and plan information for vendors, auditors and internal stakeholders
• Maintain assigned participant, payout, policy, account and payment tracking reports related to SERP, frozen AEGIS Option Plan, COLI, AYCO financial counseling and other benefit programs administered through Accounting
• Communication and Documentation: Coordinate documentation and support for COLI policy payments, policy value reporting, death benefit claims and accounting tax reporting support, including preparation of required forms and correspondence for review
• Prepare, compile and/or route Workday payment requests, payroll gross-up support, invoice documentation, vendor payment support, e-signature requests and related accounting documentation, subject to required approvals
• Assist with vendor coordination and information exchange involving benefit plan providers, payroll vendors, auditors and internal stakeholders like Human Resources; maintain accurate contact lists and historical documentation
• Program/Project Management and Support: Maintain payroll configuration within Workday when setting up and testing new states
• Provide backup support to the Payroll Administrator and other team members for payroll funding support, selected vendor reconciliations, Workday entries and employee payroll inquiries as assigned
• Support preparation of budget estimates, year-end accruals, audit request support and other special projects for the Payroll and Benefits Accounting team
• Balance recurring payroll and benefit accounting deadlines with ad hoc audit, vendor, executive benefit and retiree-related requests
• Quality Assurance and Continuous Improvement: Identify process improvement opportunities, strengthen documentation and help maintain effective controls over sensitive payroll and benefits processes
• Maintain strict confidentiality while coordinating with multiple internal divisions and external service providers
• Develop sufficient technical knowledge of executive benefit arrangements, COLI, SERP, non-qualified plans and related accounting impacts
• Ensure accuracy and completeness of data used for payment processing, gross-ups, benefit valuations, reconciliations and reporting
• Support improved documentation, cross-training and continuity within a lean Payroll and Benefits Accounting team

www.aegislink.com

Qualified applicants will receive consideration for employment without regard to race, creed, color, sex, sexual orientation, age, marital status, disability, national origin, veteran status or any other legally protected status.

AEGIS Insurance Services, Inc. participates in E-Verify.

We expect to pay a starting salary between $95,000 and $105,000. An applicant’s placement within this range is based on their individual qualifications and professional experience.

Benefits

• Health & Wellness: Medical, dental, vision, mental health support and employee assistance programs
• Retirement: 401(k) with matching contribution
• Income Protection: Life, disability, accident and critical illness insurance
• Time Off: Vacation days, sick days, holidays and family/military leave options
• Other: Commuter benefits, pet insurance, hybrid work schedule
• Growth: Tuition assistance and professional development opportunities

Accounting

The Accounting Division is the financial core of AEGIS, ensuring every transaction is accurately recorded, reported and monitored. Their precision enables our organization to maintain a strong financial foundation and make informed, strategic choices.

Actuarial

The Actuarial Division plays a critical role in assessing and pricing risk, essential to our mission of protecting members. By applying advanced mathematical and statistical models, our actuaries and analysts help guide strategic planning and develop effective risk management solutions.

Business Analytics

The Business Analytics Division supports the enterprise-wide analytics strategy, enabling data-informed decision-making across key business functions through the use of internal and external data. The team helps support business initiatives, enhance reporting consistency, and improve operational efficiency.

Claims

AEGIS members consistently describe our Claims Division as fair, responsive and collaborative. We work closely with members, brokers and legal counsel to resolve claims efficiently. From litigation support to industry-wide claims insights, we help mitigate risk, control costs and strengthen long-term stability.

Human Resources

Our employees are our greatest asset. The Human Resources Division manages AEGIS’ most valuable resource — its people. From benefits and professional development to culture and support, HR ensures every team member has what they need to thrive and deliver exceptional service to our members.

Information Technology

In a constantly evolving digital world, our IT Division ensures AEGIS stays ahead. From enhancing communication and securing data to streamlining operations and supporting informed decision-making, IT provides enterprise-wide solutions tailored to the dynamic needs of each division — driving efficiency, agility, and security across the organization.

Internal Audit

The Internal Audit Division delivers independent, objective assurance to improve AEGIS’ operations and internal controls. Through a systematic, disciplined approach, this team evaluates risk management, control processes and governance practices — enhancing transparency and ensuring accountability throughout the organization.

Investment

AEGIS' long-term financial strength is rooted in the work of our Investment Division. This expert team manages and monitors the investment portfolios of both AEGIS and AEGIS London, ensuring liquidity, managing risk and building strong banking relationships. Their disciplined approach earns us consistent high ratings from credit agencies — a reflection of our financial resilience.

Legal

Our Legal Division is staffed by attorneys with deep expertise in the insurance and energy sectors. They provide timely, practical legal support to AEGIS and its affiliates — helping ensure compliance, manage risk and support business objectives with clarity and confidence.

Loss Control

The Loss Control Division partners with members to reduce risk across the utility industry. Through site visits, risk assessments, training, webinars and publications, their team delivers a full suite of services unmatched by commercial insurers. They turn decades of experience into safer, smarter outcomes — for everyone.

Marketing & Communications

Our Marketing & Communications Division shapes how AEGIS connects with members and the broader industry. From our website and annual review to member emails, our policyholders’ conference and cross‑division projects, this team ensures our message is consistent, impactful and aligned with our mission.

Operations

The Operations Division is the backbone of our day-to-day success. From managing facilities and supplies to supporting every department’s logistical needs, they ensure our internal systems function smoothly so our teams can focus on serving our members.

Underwriting

Our Underwriting Division evaluates each risk on its own merit, leveraging detailed financial and claims data to offer fair, customized coverage. With deep expertise in the utility industry and a commitment to equity and stability, our underwriters help preserve long‑term capacity — reinforcing AEGIS’ reputation as a market leader.