Benefits, Payroll & Compliance Specialist in Rice, Minnesota at Virnig Manufacturing, Inc.

The Benefits, Payroll & Compliance Specialist is responsible for administering payroll, employee benefits, retirement plans, regulated leave programs, and related compliance activities. This role serves as the primary point of contact for payroll, benefits, and leave administration while ensuring accuracy, regulatory compliance, and exceptional employee service. The Specialist partners with employees, leaders, Finance, vendors, and the Human Resources team to administer programs, maintain compliance with federal and state employment laws, support HR systems, and continuously improve payroll and benefits processes.

Compensation & Benefits

Compensation

• Annual Salary: $72,000 to $80,000, depending on qualifications and experience.

Benefits

• Medical, Dental & Vision Insurance
• Company-paid Life Insurance
• Short-Term & Long-Term Disability Insurance
• Health Savings Account (HSA) with Company Contribution
• 401(k) with Company Match
• Paid Time Off (PTO)
• Employee Referral Bonus Program
• Professional Development & Training Opportunities

Payroll Administration

• Process bi-weekly payroll accurately and on time using Paylocity.
• Audit payroll data to ensure accuracy prior to payroll processing.
• Maintain payroll records, documentation, and audit trails.
• Respond to employee payroll questions and resolve payroll discrepancies.
• Coordinate payroll adjustments, garnishments, deductions, and wage changes.
• Partner with Finance on payroll reconciliations and reporting.
• Coordinate year-end payroll activities including W-2 processing and payroll tax reporting.
• Maintain payroll procedures and ensure business continuity documentation is current.

Benefits Administration

• Coordinate the administration of employee benefit programs, including medical, dental, vision, life, disability, voluntary benefits, and wellness programs.
• Serve as the primary contact for employee benefit questions.
• Coordinate employee enrollments, qualifying life events, and benefit changes.
• Administer COBRA and other required benefit continuation programs.
• Coordinate annual open enrollment including employee communications and system updates.
• Partner with brokers and benefit vendors to resolve issues and improve employee service.
• Maintain accurate benefit records within Paylocity and vendor systems.
• Partner with the Director of Human Resources and VP of Fi on benefit renewals, plan design, vendor relationships, and strategic benefit initiatives.

Retirement Administration

• Administer the company's 401(k) retirement plan.
• Coordinate employee enrollments, distributions, loans, and contribution changes.
• Work with retirement plan vendors on compliance testing and annual reporting.
• Assist with preparation of Form 5500 and other retirement plan compliance requirements.

Leave Administration

• Administer FMLA, state paid leave programs, military leave, ADA leave coordination, workers' compensation leave, and company leave policies.
• Coordinate leave requests, required notices, certifications, and employee communications.
• Track leave usage and maintain accurate records.
• Partner with payroll to ensure accurate pay and benefit deductions during leaves of absence.
• Escalate complex leave situations to the Director of Human Resources as appropriate.
• Maintain compliance with federal and state leave regulations.

Compliance Administration

• Assist in maintaining compliance with wage and hour laws, FMLA, PFML, ACA, COBRA, HIPAA, ERISA, and other applicable federal and state regulations.
• Maintain required compliance records and documentation.
• Coordinate required notices and employee communications.
• Support internal and external audits.
• Monitor regulatory changes and communicate updates to the Director of Human Resources.
• Maintain accurate personnel and compliance records.

HR Systems & Reporting

• Maintain employee information within Paylocity and other HR systems.
• Generate HR, payroll, benefits, and compliance reports.
• Audit HRIS data for accuracy.
• Support HR technology improvements and system testing.
• Assist with HR metrics and reporting requests.

Employee Support

• Provide exceptional customer service to employees regarding payroll, benefits, and leave questions.
• Maintain confidentiality while handling sensitive employee information.
• Educate employees on available benefit programs and leave options.
• Partner with leaders and HR team members to resolve employee concerns.

Process Improvement

• Identify opportunities to improve payroll, benefits, and compliance processes.
• Recommend efficiencies that improve accuracy, compliance, and employee experience.
• Assist with implementation of new HR processes and technology enhancements.
• Develop and maintain standard operating procedures for assigned responsibilities.

EDUCATION

• Minimum High School Diploma High school diploma or equivalent required
• Preferred Associate degree or bachelor’s degree Human Resources, Business Administration, Accounting, or a related field. Equivalent experience may be substituted for formal education.

EXPERIENCE & TRAINING

• Three to five years of experience administering payroll, employee benefits, leave administration, or HR compliance.
• Experience working with HRIS and payroll systems, preferably Paylocity.
• Experience administering employee benefit programs.
• Working knowledge of FMLA and other leave regulations.
• Experience maintaining confidential employee information.
• Manufacturing experience preferred but not required.

KNOWLEDGE, SKILLS & ABILITIES

• Knowledge of payroll, benefits, retirement plans, and leave administration.
• Working knowledge of federal and state employment laws related to payroll, benefits, and compliance.
• Strong organizational, analytical, and problem-solving skills with exceptional attention to detail.
• Excellent written, verbal, and interpersonal communication skills.
• Ability to manage multiple priorities, meet deadlines, and maintain confidentiality.
• Strong customer service mindset with sound judgment and professionalism.
• Proficient in Microsoft Office and HRIS/payroll systems, preferably Paylocity.
• Ability to work independently while collaborating effectively with employees, leaders, vendors, and the HR team.

WORKING CONDITIONS

• Primarily office-based with frequent computer use.
• Requires extended periods of sitting, occasional walking throughout the facility, and occasional lifting of up to 20 pounds.

TRAVEL REQUIREMENTS

• Minimal – Up to 5% (rare or as needed)

Virnig Manufacturing is an Equal Opportunity Employer committed to creating an inclusive workplace where every employee is valued and respected.