Senior Payroll and Benefits Specialist

About the Role

Senior Payroll and Benefits Specialist

Human Resources Wood Dale, Illinois
Salary: USD 76018.00 - 95022.00 Annually

Description

Location: Wood Dale, IL (Hybrid)
Department: Human Resources
Reports To: Manager, Payroll & Benefits

About Optimas 

Optimas is a global distributor of integrated supply chain solutions and engineering support, delivering fasteners, components, industrial, and safety supplies to customers worldwide. Our local, on-the-ground teams understand the nuances of every community we serve, allowing us to adapt and provide highly personalized service and support across the globe.

Position Overview

The Senior Payroll & Benefits Specialist is responsible for leading the day-to-day execution, accuracy, and compliance of payroll and benefits administration for U.S.-based employees. This role owns multi-state payroll processing, benefits operations, and leave of absence administration, ensuring all activities are executed in compliance with federal, state, and local regulations.

This position serves as a key partner to the Manager, Payroll & Benefits, with a strong emphasis on regulatory compliance, audit readiness, and process integrity. The Senior Specialist acts as a subject matter expert, proactively identifying risks, driving process improvements, and supporting strategic initiatives. This role is ideal for a high-performing professional who demonstrates ownership, sound judgment, and readiness to evolve into a leadership role. 

Key Responsibilities

Payroll Leadership  & Execution

• Lead full-cycle bi-weekly and weekly multi-state payroll processing for U.S. employees

• Ensure accurate calculation of wages, taxes, garnishments, deductions, and adjustments in compliance with all applicable laws

• Perform advanced payroll reviews, identify discrepancies, and resolve issues prior to finalization

• Process complex and off-cycle payments including terminations, bonuses, commissions, and equity-related transactions

• Maintain payroll records to ensure audit readiness, accuracy, and regulatory compliance

• Partner cross-functionally with HR, Finance, and external providers to ensure data integrity and alignment

• Support payroll reconciliations including general ledger tie-outs, quarterly filings, and year-end processes (W-2)

• Participate in payroll system enhancements, implementations, testing, and continuous improvement efforts

Benefits Administration & Oversight

• Administer and optimize day-to-day operations of employee benefits programs (medical, dental, vision, 401(k), disability, and voluntary benefits)

• Act as the primary escalation point for complex benefits issues and employee inquiries

• Ensure accurate and timely processing of enrollments, life events, and terminations across HRIS and vendor systems

• Partner with brokers and vendors to manage service delivery, resolve escalated issues, and maintain data integrity

• Lead operational execution of open enrollment, including system validation, reconciliation, and employee support

Leave of Absence & Compliance Management

• Administer and oversee leave programs including FMLA, ADA, disability, and multi-state/local leave laws

• Ensure compliance with evolving federal, state, and local regulations; escalate risks or gaps proactively

• Coordinate with employees, leadership, HR, and third-party administrators to manage cases end-to-end

• Maintain accurate tracking, documentation, and payroll integration for all leave activity

• Serve as a subject matter expert on leave compliance and best practices

Wellness& Employee Experience

• Lead and support employee wellness initiatives with a focus on engagement and participation

• Evaluate program effectiveness and recommend enhancements

• Contribute to initiatives that improve overall employee experience related to benefits

Vendor Management & Financial Oversight

• Review, audit, and approve benefits-related invoices for accuracy and alignment with enrollments

• Partner with Finance to ensure timely processing and reconciliation

• Liaise with vendors to resolve discrepancies and improve service performance

Process Improvement & Optimization

• Identify and implement process improvements to enhance efficiency, scalability, accuracy, and compliance

• Drive standardization and documentation of workflows and SOPs

• Support system optimization initiatives and automation opportunities

• Recommend best practices aligned with industry standards

Compliance, Reporting & Audit Partnership

• Partner closely with the Manager, Payroll & Benefits on compliance strategy, audit readiness, and risk mitigation

• Generate, analyze, and validate payroll and benefits reports to ensure accuracy and compliance

• Support key regulatory filings and requirements (ACA, 401(k), payroll tax filings, audits, etc.)

• Maintain documentation aligned with federal, state, and local regulations

• Prepare materials and actively support internal and external audits, including responding to audit requests

• Stay current on regulatory changes and recommend process or policy adjustments

Qualifications

• 5+ years of progressive experience processing multi-state payroll

• 5+ years administering employee benefits programs in a complex environment

• Demonstrated experience managing leave of absence programs (FMLA, ADA, disability, state/local requirements)

• Strong knowledge of federal, state, and local payroll and benefits regulations

• Experience supporting compliance, audits, and regulatory reporting

• Proven ability to identify and implement process improvements

• High attention to detail with strong analytical and problem-solving skills

• Ability to manage sensitive and confidential information with discretion

• Strong organizational skills with the ability to manage multiple priorities in a deadline-driven environment

• Excellent communication and stakeholder management skills

Preferred Qualifications

• Experience with UKG (UltiPro) or similar HRIS/payroll systems

• Exposure to payroll reconciliations, audits, and compliance reporting

• Intermediate Excel skills (pivot tables, formulas, data analysis)

Key Competencies

• Strong analytical and problem-solving skills

• High attention to detail and accuracy

• Effective communication and interpersonal skills across all levels of the organization

• Organized, self-directed, and able to prioritize workload while meeting deadlines

What Success Looks Like

• Payroll is processed accurately and on time with minimal corrections

• Benefits and leave processes run smoothly and compliantly

• Employees receive timely, accurate support for payroll and benefits inquiries

• Data is clean, audit-ready, and supports compliance requirements

• Opportunities for process improvement are identified and implemented