Payroll & Benefits Specialist

PURPOSE STATEMENT

The Payroll and Benefits Specialist is responsible for processing accurate and timely payroll while ensuring compliance with all applicable laws and regulations. This position assists in administering employee benefits, 401(k), pension program, workers’ compensation coordination, and leave management by maintaining accurate record-keeping and providing support to employees regarding payroll, benefits, and leave-related inquiries. Additionally, this role supports internal and external payroll audits, compliance reporting, and process improvements to enhance payroll and benefits administration efficiency.

ESSENTIAL FUNCTIONS/RESPONSIBILITIES Payroll Administration

- Process bi-weekly payroll for all employees, ensuring accuracy and compliance with applicable laws, and adherence to collective bargaining agreements (CBAs).

- Maintain payroll records and manage updates, including new hires, terminations, and salary changes, and union-related deductions.

- Address payroll-related inquiries and resolve discrepancies promptly.

- Process garnishments, child support orders, and other payroll deductions in compliance with legal requirements.

- Audit timesheets to ensure completeness and accuracy prior to payroll processing.

- Ensure proper tax withholding, benefits deductions, and compliance with reporting requirements.

- Prepare and provide bi-weekly and monthly reports for the accounting department including but not limited to payroll funding, summaries of earnings, taxes, deductions, contributions, and union-related benefits payments.

- Prepare and distribute pay statements and direct deposits.

- Manage year end processes including W-2s.

- Support internal and external payroll audits, ensuring compliance with FLSA, IRS, and DOL requirements.

- Identify opportunities for payroll system automation and enhancements to improve accuracy and efficiency.

Benefits Administration

- Assist Payroll & Benefits Manager with the administration and management of employee benefits program, including health insurance, retirement plans, and wellness initiatives.

- Reconcile monthly benefits invoices with payroll deductions to ensure accurate billing and timely payments.

- Support employees with benefits enrollment, changes, and inquiries. Maintain accuracy of all benefits enrollments in the HRIS system.

- Collaborate with insurance carriers to address discrepancies and ensure efficient plan administration.

- Prepare and distribute benefits-related communications and materials.

- Conduct benefits orientation for new hires.

- Support the annual open enrollment process and other projects as needed.

- Administer COBRA enrollments/ changes.

- Assist in researching and evaluating benefits program options to support company objectives and competitive offerings.

- Ensure compliance with regulatory requirements, including ACA filings, 401(k) audits, pension plan administration, and government reporting.

Leave Management

- Track and maintain accurate records of employee leave balance, including vacation, sick leave, bereavement, and other time off categories.

- Administer employee leave programs in compliance with company policies, collective bargaining agreements, and federal regulations regarding FMLA and ADA.

- Collaborate with management to address employee leave inquiries and approvals, and coordinate accommodations as required by law.

- Prepare reports on leave usage trends to management and identify potential leave issues.

OTHER FUNCTIONS/RESPONSIBILITIES

- Maintain accurate and up-to-date employee records, including payroll and benefits documentation.

- Monitor and ensure data accuracy in payroll and HRIS systems.

- Assist in preparing reports related to payroll and benefits for audits or management review.

- Identify opportunities for improving HRIS functionality and recommend system upgrades or enhancements.

- Keep abreast of all federal, state, and local regulations, laws, collective bargaining agreements, and Hawai’i Gas policies and procedures.

- Comply with all safety rules and cooperate in the fullest in the promotion of safety and safe work habits, to include the reporting of any unsafe conditions or acts. Maintains all EH&S training on a current basis.

- Comply with all applicable Hawaii Gas policies and procedures.

- Maintain assigned work area and equipment in a clean, orderly and safe manner; performs housekeeping duties as required and/or instructed. Works in a safe and responsible manner.

- Consistently support compliance with the organization’s code of conduct by maintaining confidentiality of information, protecting organizational assets, acting with ethics and integrity, reporting non-compliance, and adhering to the applicable federal, state, and local laws and regulations, licensure requirements (if applicable) and organizational policies and procedures.

- Performs all other related duties as instructed by supervisor/manager.

Required Education and/or Work Experience

- Bachelor’s degree in Accounting, Business Administration, Human Resources, or related field required.

- Three (3) years or more experience in payroll processing and benefits administration.

- Proficiency in HRIS systems (e.g., Replicon, ExponentHR).

- Thorough knowledge of federal and state payroll laws and benefits regulations.

- Working knowledge of benefits programs including health insurance, long-term disability, life insurance, supplemental insurance, flexible spending account, 401(k), and pension.

- Experience with payroll processing for unionized employees, including adherence to CBAs, preferred.

- Proficient in use of MS Office applications including Teams, Word, Excel, and PowerPoint

Required Licensure, Certification, Registration or Designation

- Valid Hawaii driver’s license.

Preferred Education and/or Work Experience

- Master’s degree in human resources.

- Five (5) years or more experience in payroll and benefits administration.

Preferred Licensure, Certification, Registration or Designation

- Certification in Payroll (CPP or FPC) or SHRM Certification.

Communication/Competency/Skill Requirements

- Adhere to ethical HR and business practices.

- Ability to keep information confidential

- Able to efficiently organize and manage multiple priorities and deadlines.

- Excellent attention to detail, analytical, and organizational skills.

- Strong interpersonal and communication skills.

- Flexible and adaptable to changes within the position/department/company.

- Able to steward themselves in a professional and courteous manner to promote a harmonious working environment.

- Able to communicate professionally, courteously, and effectively utilizing standard means of communication within the workplace (i.e., verbal, written, e-mail, phone, text, etc.).

- Able to work independently, or with little supervision.