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Payroll & Benefits Administrator
NPAworldwide Recruitment Network
NPAworldwide Recruitment Network
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Job Location: Sunnyvale, CA

Job #: 9517
Title: Payroll & Benefits Administrator
Job Location: Sunnyvale, California - United States
Employment Type:
Salary: contact recruiter for details
Employer Will Recruit From: Local
Relocation Paid?: NO


Salary range is $63,500 - $78,000

Local (Sunnyvale) area candidates only.

Our client is a privately held compamy that provides products for personal development sold in 100 countries. They have been in business for 40 years and have 300+ employees. This is a stable company, great people and great working environment.


Rita Technology Services, a leading IT Search & Consulting firm has an immediate need for a Payroll and Benefits Administrator with ADP Workforce Now experience for their client in Sunnyvale, CA. This is a full-time (direct hire) position with a growing company offering competitive salary and comprehensive benefits.

**** Please note: Only local (Sunnyvale/Silicon Valley) area candidates will be considered for this position.****

In this role you will be responsible for managing the payroll function and providing benefits administration, maintaining highly accurate and timely reporting and processing while providing excellent service to all our internal customers and related vendors. This includes supporting month-end close processes and annual administrative support for both the financial and benefit plan audits.
This role ensures on time, highly accurate results that include excellent detail management and enhance the customer experience, from an internal and external customer perspective. Facilitates problem-solving and decision-making processes to achieve the best outcomes. Leverages the learnings from successes as well as shortfalls in seeking and suggesting innovative and better ways of getting the work done. Achieves agreed-upon deliverables.
We are looking for a motivated person seeking opportunities for professional development. Presents and/or embraces new and innovative approaches that will improve products, services, and efficiencies in both business processes and the customer experience, and reduce costs and/or increase sales. Proactively identifies what needs to be done and takes action. Seeks additional responsibilities.

Payroll Administration 40%
Process high volume multi-state payroll accurately and timely; research and resolve any employee questions or concerns related to paychecks, deductions or taxes in accord with company policies.
Coordinate with ADP to manage tax filings and timely remittances for several states and the federal government.
Update payroll records by reviewing any changes in exemption status (with approval from HR Manager or VP of HR), insurance coverage, savings deductions, and job titles, job levels, job code changes and department changes.
Manage on-boarding and off boarding and employee changes as it relates to payroll and benefits; initiate the periodic review of employee and related data to assure information in ADP and other HR systems are accurate and reconciled.
Enter and verify data for processing in ADP payroll system including verification of time cards and approvals, in accord with bi-weekly payroll schedule.
Reconcile vacation, sick leave, personal days, short and long-term disability, long term care, flex plan deductions including medical, dental, 401(k) loans, health reimbursement and dependent care to payroll register.
Prepare and submit related payroll and benefit journal entries with the General Ledger, in support of month-end closing, to ensure accurate and timely reporting.
Verify and distribute paychecks.
Process manual checks for specific payroll requests, as approved by VP of HR.
Manage requests for employment verification, as requested.
Oversee ADP and leave management vendor to ensure employees time is properly recorded and related pay transactions are processed accurately.
Provide unemployment and disability insurance information to EDD, as needed.
After each payroll, prepare 401(k) remittance summary within legally required timelines, including required approvals.
Process any requirement wage garnishments and maintain updated records.
Responsible for all payroll related projects including year-end preparation, documentation, employee tax issue and annual audits; prepare reports by compiling summaries of earnings, taxes, deductions, leave, disability and non-taxable wages.
Ensure compliance with federal, state and local legal requirements by studying existing and new legislation, enforcing adherence to requirements; advising management on needed actions and employee communications.
Conduct any other payroll administrative duties including all monthly filing, scanning and archiving in accord with legal requirements.
Revise and maintain current payroll process documentation. Review and cross-train Senior HR Representative at least one-time annually, and more frequently as processes change.
Prepare and send out all payroll-related communication as needed (i.e. holiday notifications, three pay periods/month, employees regarding benefit rate changes and payroll deductions, etc.)

Benefit Administration and HR Support 40%
Manage eligibility data, enrollment, deductions and process contributions for company health benefits, 401k, Flex and any other related plans including COBRA payments.
Audit benefit records to ensure accuracy and consistency of data across various benefit systems both internally and externally with vendors. (ADP and benefit records).
Maintain relationships with benefit brokers and third party administrators for medical, dental, flexible spending plans, 401k and ESOP.
Administer and reconcile all benefits invoices, working with monthly report from vendor.
Track all benefit costs and prepare vouchers to expense to all cost centers monthly.
Setup open enrollment and benefit changes within ADP in preparation for Open Enrollment annually.
Meet with all new employees to review and assist them with their benefit elections and timecard process within ADP, as part of the new hire orientation process.
Verify ESOP statements and assist in ESOP distribution process annually.
Work with vendor to update Benefit Spreadsheets both for new hires and year-end statements.
Manage administrative process for benefit audits for ESOP and 401k plans to ensure timely preparation in advance of audits as well as respond to auditors requests. Assist with review of all related documents including 5500s.
Prepare Employee Action Forms (EAFs), obtain required signatures, & file in Employee Files.
As requested by the VP of HR/OD, update the headcount budget model for the Director of Finance in support of annual and quarterly reforecasts.
Prepare and adjust US bonus accrual spreadsheet throughout the year, working with the VP of HR/OD.
Prepare non-discrimination testing for the 401(k), ESOP and Flex plans.
Complete ESOP annual census and provide support for annual distribution cycles, including verification of accuracy.
Create & process expense reports for the VP of HR/OD.
Update & distribute CPP Telephone Directory List and Employee/Independent Contractor Telephone
Tree for the Disaster Response Team monthly.
Monitor monthly departmental invoices to ensure current accruals in support of the department and get approvals for VP for timely payments.
Track and create award certificates for employee anniversaries on a quarterly basis.
Collect, open, sort & distribute departmental mail daily.
Continuous process improvement projectsfrom looking at ways to streamline and automate reporting to more efficient ways we can support our internal customers.
Other projects as assigned as well as provide annual HR budget support, provide assistance with the Events Committee.

Reporting 20%
Enter, maintain, audit, extract, manipulate and analyze confidential payroll and benefit information; responsible for data entry and data integrity within the HR systems; facilitate implementation and ongoing management of payroll system.
Provide detailed reporting to HR Management and benefit vendors as necessary; compile, generate, and submit employment data for EEOC, DOL, auditors and other general requests.
Manage ACA required reporting and compliance, in accord with HR Manager or VP of HR/OD.
Partner with HR staff to update the Affirmative Action Plan (AAP) reports annually.
Complete annual Federal & State compliance reports.
Update quarterly trend and annual employee data for Radford submissions. Coordinate any information as needed for other global offices.
Provide annual and quarterly turnover statistics and other HR reporting as requested to the VP of HR/OD for Success Metrics.
Enter new data & make corrections/updates to existing database in system.
Systematically follow security procedures to maintain data integrity.
Run standard & custom reports for HR through ADP system.
Manage on-site and archival HR data files, including maintaining appropriate document retention.



Bachelors degree in related field preferred
3-5 years payroll administration experience in a multi-state environment with high levels of proficiency and accuracy.
Advanced or expert knowledge of MS Excel and ADP Workforce Now required.
Prior experience with payroll related benefits administration, including 401(k) contributions, census reporting, and health insurance billing reconciliations required.
2 years prior experience managing benefit audits and supporting financial audits ideal.
Strong knowledge of employment/tax laws, benefits administration and deep knowledge of ADP payroll systems and other HRIS systems.
. Experience with leave administration desired.

The company will only employ candidates who are legally authorized to work in the United States for this position. Individuals with temporary visas such as E, F-1, H-1, H-2, L, B, J, or TN or who need sponsorship for work authorization now or in the future are not eligible for hire.

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