Payroll & Benefits Specialist

Description

SEIU Healthcare IL Benefit Funds is a dynamic healthcare organization committed to providing the highest quality health and retirement benefits in the most financially responsible manner, while always acting in the best interest of the union members. We serve over 20,000 union workers in the Nursing Home, Home Care, Child Care and Personal Assistance industries with health and pension benefits. Our employees epitomize the Fund’s core values of quality service, interdependence, effectiveness, and accountability through the alliance to each other, the organization and those we serve.

Position Summary

The Payroll & Benefits Specialist is responsible for the accurate and timely processing of payroll and the administration of employee benefits for SEIU Healthcare IL Benefit Funds. This role serves as the primary payroll processor for a workforce of approximately 75-90 employees, including union and non-union staff.

In addition to payroll and benefits administration, this position is responsible for managing employee leaves of absence, including FMLA and workers’ compensation, ensuring compliance with applicable laws, collective bargaining agreements (CBA), and internal policies. The Payroll & Benefits Specialist also oversees benefit billing and invoice reconciliation, ensuring accuracy between payroll deductions and vendor invoicing.

This position ensures compliance with federal and state regulations while maintaining the integrity of payroll and benefits data. The Payroll & Benefits Specialist partners closely with Human Resources and leadership to support reporting, employee inquiries, and continuous process improvement.

The Payroll & Benefits Specialist will be responsible for the following:

Key Duties and Responsibilities:

• Process bi-weekly payroll, including union and non-union staff
• Review, audit, and prepare employee timecards, including overtime, schedules, and PTO usage
• Service as a subject matter expert on the HRIS/Payroll System, Paylocity, for timekeeping and payroll processes; resolve discrepancies with employees and managers
• Serve as subject matter expert on staff benefits and enrollment processes, assisting employees on benefits inquiries and use of benefits
• Manage payroll processing in Paylocity, including earnings, deductions, taxes, adjustments, and union withholdings/dues
• Apply collective bargaining agreement (CBA) and other policy provisions accurately within payroll processing
• Ensure compliance with federal, state, and local wage and hour laws (FLSA and applicable regulations)
• Manage payroll workflows to ensure accuracy, timeliness, and proper approvals
• Process garnishments, levies, and other special payroll deductions accurately and timely
• Maintain payroll records and support audit requests, including year-end processing (W-2s, applicable filings)

Benefits Administration

• Administer full-cycle employee benefits, including new hire enrollments, life events, open enrollment, and terminations
• Ensure benefit deductions are accurately reflected in payroll and aligned with carrier enrollments
• Reconcile benefit invoices and billing; investigate and resolve discrepancies with vendors
• Serve as primary point of contact for employee benefit questions and support
• Coordinate with vendors (e.g., medical, dental, disability, retirement) to ensure effective service delivery
• Track and monitor benefit eligibility and compliance with CBA provisions and organizational policies
• Administer leave programs, including FMLA, and coordinate pay and benefits during leave periods
• Maintain benefits records and prepare reports for leadership, audits, and compliance purposes
• Support benefits communication efforts, including open enrollment and employee education

Compliance & Reporting

• Maintain compliance with federal, state, and local regulations related to payroll and benefits
• Ensure accurate recordkeeping and data integrity within HRIS (Paylocity)
• Generate payroll and benefits reports and support with analysis of data for leadership, finance, and audits
• Support internal and external audits by providing required payroll and benefits documentation
• Monitor regulatory updates and recommend process improvements to maintain compliance

Collaborate & Employee Support

• Partner with HR and leadership to support payroll, benefits, and workforce-related initiatives
• Provide responsive, high-quality service to employees regarding payroll and benefits inquiries
• Support onboarding and offboarding processes as they relate to payroll and benefits setup and termination
• Collaborate on process improvements to enhance efficiency, accuracy, and employee experience

Other Functions

• Identify and implement process improvements related to payroll and benefits administration
• Assist with special projects and system enhancements as assigned
• Maintain confidentiality of sensitive employee and organizational information
• Perform other duties as assigned by HR leadership

Privacy and Security Responsibilities

This position requires employees to manage and maintain Personal Identifiable Information (PII) and potentially Protected Health Information (PHI) for our members and employees. You will be responsible and accountable for maintaining the confidentiality, integrity, and availability of all PII and PHI, and to report any suspected identity or HIPAA violation or breach to our HIPAA Privacy and Security Officer.

Requirements

Professional Qualifications & Experience Requirements

• Associate’s or bachelor’s degree in a related field preferred; or 3-5 years of direct payroll and benefits experience required
• Experience as a primary or sole payroll processor strongly preferred
• Experience working in a unionized environment and interpreting collective bargaining agreements preferred
• Experience with Paylocity or similar HRIS/payroll systems required

Preferred Knowledge, Skills, and Abilities

• Strong knowledge of payroll processes, wage and hour laws, and benefits administration
• High attention to detail with strong analytical and problem-solving skills
• Ability to manage confidential information with discretion and professionalism
• Strong organizational and time management skills with the ability to meet strict deadlines
• Ability to identify discrepancies and resolve issues efficiently and accurately
• Strong communication and interpersonal skills with a service-oriented approach
• Hybrid workforce experience, with in-person and remote work expectations

Technical Experience

• Advanced user of HRIS software, Paylocity preferred.
• Intermediate user of project management tools, Smartsheet preferred.
• Experienced technical facilitation and meeting moderation in a hybrid model, using a variety of in-person and virtual conference platform functionalities, including Teams and Zoom.
• Advanced Microsoft Office Suite skills (Word, Excel, Outlook, and PowerPoint). Preferred Excel skills must include proficiency with importing/exporting data, pivot tables, V-lookups, relational databases, and charts.
• Knowledgeable use of printers, copiers, scanners, faxes, and other office equipment.

Supervisory Responsibility

This position is non-supervisory.

Personal Characteristics

• Commitment to SEIU Healthcare IL Benefit Funds’ Mission, Vision, Core Values and Common Agreements.
• Sense of grace and humor in the face of challenges.
• Demonstrated creative innovation to advance and align organizational culture, structure, and skills.
• Exceptional team spirit and positive attitude, along with a high degree of integrity and sound judgment to earn and maintain employee and team confidence, engagement and morale
• Awareness of social movements, labor movements, and political issues that impact the work and the organization