Full Time - Payroll & Benefit Specialist (Home Health & Hospice)

Job Title: Payroll & Benefit Specialist Position Type: Full Time Reports to: Director of HR Job Summary The Payroll & Benefits Specialist is responsible for supporting accurate and timely payroll processing and the day-to-day administration of employee benefits across the organization. This role works closely with Human Resources, Payroll, Finance, employees, insurance carriers, brokers, and other vendors to maintain accurate employee records, reconcile payroll and benefits data, resolve discrepancies, and ensure a smooth employee experience.

The ideal candidate is detail-oriented, organized, and comfortable handling confidential employee information, working with payroll and benefits systems, and managing multiple deadlines. Experience in healthcare, home health, hospice, or a multi-entity organization is an advantage.

Key Responsibilities

1. Payroll Administration Support regular payroll processing by reviewing employee data, pay rates, hours worked, overtime, differentials, and applicable deductions to ensure accurate and timely payment. Review and verify timesheets, time records, payroll changes, and supporting documentation before payroll submission. Process approved changes related to new hires, terminations, salary and hourly rate adjustments, direct deposits, tax withholding, and other payroll-related updates. Review payroll deductions, including insurance premiums, retirement contributions, and other authorized deductions, to ensure accuracy. Reconcile payroll registers and related reports to identify discrepancies and coordinate corrections with the appropriate teams. Assist with payroll adjustments, corrections, retroactive payments, and employee payroll inquiries. Coordinate with agency managers and payroll personnel to resolve missing time entries, incorrect pay rates, and other payroll discrepancies before established deadlines. Maintain accurate payroll records and supporting documentation in accordance with company policies and applicable requirements. Assist with payroll reporting, audits, and year-end activities, including W-2 preparation and verification in coordination with the payroll provider.
2. Employee Benefits Administration Administer day-to-day employee benefits processes, including eligibility verification, enrollment, qualifying life events, plan changes, and terminations. Coordinate benefit enrollment and employee status changes with the HRIS, benefits administration platform, insurance carriers, and third-party vendors. Assist employees with questions regarding medical, dental, vision, life insurance, disability, retirement plans, and other available benefits. Coordinate with insurance carriers, brokers, and vendors to resolve eligibility issues, enrollment discrepancies, coverage questions, and administrative concerns. Review monthly insurance invoices and carrier eligibility reports against employee enrollment records and payroll deductions to identify and resolve discrepancies. Track benefit deductions and premium contributions to ensure accurate payroll deductions and timely reconciliation of employee and employer costs. Support new-hire benefits orientation and communicate eligibility requirements, enrollment deadlines, plan options, and required documentation. Assist with annual open enrollment, including preparing employee communications, reviewing enrollment data, coordinating with vendors, and verifying changes before implementation. Process benefit terminations and qualifying status changes within required timelines. Maintain accurate benefits records and assist with the administration of continuation coverage and applicable notices in coordination with the responsible HR team, benefits administrator, or vendor.
3. Compliance, Records, and Reporting Maintain organized and confidential payroll and benefits documentation, ensuring records are complete, accurate, and readily available for audits. Assist with applicable federal and state payroll and benefits reporting, including employment tax documentation, new-hire reporting, and other required filings, as assigned. Support administration of applicable benefits requirements, including ACA reporting, COBRA continuation coverage, HIPAA privacy requirements, and other relevant regulations. Coordinate with external administrators and internal teams to obtain, review, and validate information required for compliance reporting and audits. Prepare and maintain payroll and benefits reports, trackers, reconciliations, and supporting documentation for management review. Monitor changes to employee records and benefit elections to ensure consistency across payroll, HRIS, and benefits systems. Follow company policies, established procedures, data privacy requirements, and internal controls when accessing or processing employee information.

Qualifications

Required Qualifications High school diploma or GED required; an associate's or bachelor's degree in Human Resources, Accounting, Business Administration, or a related field is preferred. At least three years of experience in payroll administration, employee benefits administration, HR operations, or a related function.

Working knowledge of payroll processes, employee benefits, payroll deductions, and employee record maintenance. Experience reviewing payroll data, benefit enrollment records, invoices, and deductions for accuracy. Proficiency in Microsoft Excel and other standard office applications, including the ability to prepare reports, maintain trackers, and reconcile data.

Experience using an HRIS, payroll system, or benefits administration platform. Strong attention to detail and the ability to manage multiple tasks and deadlines accurately. Effective written and verbal communication skills, with the ability to explain payroll and benefits information clearly. Ability to handle confidential employee, payroll, compensation, and benefits information with discretion.

Ability to investigate discrepancies, identify errors, and follow through on resolution.

Preferred Qualifications

Experience in home health, hospice, healthcare, or a multi-location or multi-entity organization. Experience working with US payroll and benefits systems and third-party payroll providers. Familiarity with medical, dental, vision, life, disability, and retirement benefit plans. Familiarity with applicable payroll and benefits requirements, including ACA, COBRA, HIPAA, and federal and state payroll requirements.

Experience reconciling insurance carrier invoices, eligibility files, payroll deductions, and vendor reports. Experience supporting annual open enrollment, benefits renewals, payroll audits, or year-end payroll activities. Experience working with multiple agencies, employee groups, or pay structures. Work Environment and Physical Requirements Work is primarily performed in a professional office work environment.

Regular use of a computer, payroll and HR systems, spreadsheets, and standard office equipment is required. The role requires prolonged periods of computer use, attention to detail, and communication with employees and vendors. Occasional extended hours may be necessary during payroll processing, annual enrollment, audits, or other critical deadlines.