Payroll & Benefits Specialist
Location: Minneapolis, MN
Join our Human Resources team as a Payroll & Benefits Specialist, where you will play a critical role in delivering accurate, timely payroll and exceptional benefits administration for approximately 1,100 employees across multiple states. In this highly visible position, you will serve as a trusted resource for employees, helping ensure a seamless payroll and benefits experience while supporting programs that contribute to employee well-being and engagement.
Reporting to the Senior Payroll Manager and working closely with our Compensation & Benefits Manager, you will manage key payroll and benefits processes, support compliance and reporting activities, reconcile payroll and benefit transactions, and help maintain the integrity of our HR systems. This is an excellent opportunity for a detail-oriented professional who enjoys balancing analytical work with employee service and is eager to deepen their expertise in payroll operations, payroll tax administration, and benefits management within a collaborative and people-focused environment.
In this role you will focus on these areas:
Payroll Administration
- Process assigned components of regular and off-cycle payrolls for a multi-state employee population.
- Process and review payroll-related changes including new hires, terminations, wage changes, deductions, garnishments, leave-related transactions, retroactive adjustments, and special payments.
- Review payroll inputs and reports for completeness and accuracy.
- Perform payroll balancing and reconciliation activities and investigate routine to moderately complex payroll discrepancies.
- Prepare payroll registers, reports, funding documentation, and supporting records.
- Maintain accurate payroll records, employee pay data, and payroll documentation.
- Respond to employee and manager questions regarding pay, deductions, payroll processes, accruals, and garnishments.
- Coordinate payroll-related onboarding activities and support employee payroll education.
Benefits Administration
- Administer employee benefit enrollments, changes, terminations, and qualifying life events.
- Coordinate payroll-related benefit deductions and ensure accurate data flow between payroll and benefits systems.
- Support annual open enrollment activities, including employee communications, testing, audits, and reconciliation activities.
- Coordinate leave-related payroll and benefit changes with the HGA's leave administrator.
- Respond to employee questions regarding eligibility, enrollment, payroll deductions, HSA, FSA, and retirement plan contributions.
- Maintain accurate benefit records and audit benefit deduction accuracy.
- Coordinate with benefits vendors and internal partners to resolve routine administrative issues.
- Escalate complex plan interpretation, compliance, and vendor issues to the Compensation & Benefits Manager.
Reconciliation, Reporting & Compliance Support
- Reconcile payroll and benefits records and research discrepancies.
- Support payroll-to-general ledger reconciliation activities and prepare supporting documentation.
- Prepare recurring and ad hoc payroll and benefits reports.
- Assist with quarterly, annual, and year-end payroll activities, including W-2 reconciliation and reporting support.
- Research routine payroll tax notices and assist with payroll tax administration activities.
- Support internal and external audit requests through preparation of reports and documentation.
- Maintain current knowledge of payroll and benefits practices, regulations, and administrative requirements.
Systems & Process Support
- Serve as an advanced user of payroll, HRIS, benefits, and timekeeping systems.
- Maintain employee records and approved system updates with a high degree of accuracy.
- Participate in system testing, upgrades, implementations, and enhancement projects.
- Assist with troubleshooting payroll, HRIS, and benefits-related system issues.
- Identify opportunities to improve efficiency, accuracy, and employee service.
- Maintain procedures and process documentation for assigned responsibilities.
Team Partnership
- Work closely with the Senior Payroll Manager to establish an effective division of responsibilities.
- Serve as a dependable backup for critical payroll activities.
- Support payroll processing during vacations, leaves, and peak periods.
- Partner effectively with Human Resources, Benefits, Finance, Accounting, IT, employees, and external vendors.
- Participate in special projects and continuous improvement initiatives.
What you will need to have:
- Bachelor's degree in Accounting, Finance, Human Resources, Business Administration, or a related field, or an equivalent combination of education and experience.
- 5+ years of payroll and/or benefits administration experience.
- Experience processing multi-state payroll.
- Demonstrated experience with payroll reconciliation and payroll reporting.
- Experience supporting employee benefits administration, including enrollments and payroll deductions.
- Working knowledge of federal, state, and local payroll requirements.
- Experience with payroll, HRIS, and benefits administration systems; ADP experience preferred.
- Strong Microsoft Excel skills.
- Strong analytical, organizational, and problem-solving skills.
- Ability to independently resolve routine and moderately complex payroll and benefits issues.
- Excellent attention to detail and commitment to confidentiality.
- Strong customer service, communication, and relationship-management skills.
Salary Information:
The pay range listed aligns to the geography of the office for which this position is posted. Actual compensation will be based upon work experience, education, licensure requirements and/or skill level and will be finalized at the time of offer. Individuals in this role working more than 24 hours a week on a regular basis are eligible to participate in HGA’s robust benefit programs which include an annual bonus and success sharing bonus program, 401(k) guaranteed contribution, paid parental leave, medical, dental and life insurance plans as well as PTO and short- and long-term disability programs. Salary Range: $$76,000 - $80,000 depending on qualifications and experience.
Additional Information:
HGA is a place where you can do your best work. We believe that enduring, impactful design results from deep insight into the people and passions that animate each unique environment. We value empathy, are fueled by curiosity, and embrace the hard work that leads to innovation. Equally important is our commitment to creating a culture of inclusivity and diversity where we encourage your originality, respect the need for flexibility and work-life balance, and empower your desired career growth. HGA is a national award-winning interdisciplinary design firm rooted in architecture and engineering.
Learn more about us here.
Please submit resume for consideration.