Position Summary:

The Payroll & Benefits Specialist at ICM is responsible for ensuring the accurate and timely processing of payroll and overseeing day-to-day employee benefits administration. While primarily remote, occasional on-site presence may be required.

This role works closely with departments across the organization to ensure smooth operations and compliance with company policies and legal requirements. In addition, the Payroll & Benefits Specialist will collaborate with Finance and IT within Business Operations, providing ad-hoc support to streamline payroll, benefits, and related processes. This collaboration helps integrate systems and data seamlessly, driving efficiency and accuracy.

As the primary point of contact for employee payroll inquiries and concerns, the Payroll & Benefits Specialist must excel in customer service, fostering a supportive environment where employees feel confident reaching out with payroll or benefits questions. This position is integral in supporting a positive employee experience through accurate compensation and benefits management. Additional responsibilities include assisting with onboarding, offboarding, payroll updates, and benefits reconciliation tasks.

This is a remote position; however, due to regulatory and operational requirements, we are only considering candidates who reside in Oregon or Washington State.

Specific Position Requirements & Responsibilities:

Payroll Management

• Reviews and verifies employee timecards, collaborating with managers to ensure accurate and timely payroll data.
• Prepares semi-monthly payroll for a multi-state workforce of over 125 exempt and non-exempt employees, ensuring compliance with applicable federal and state regulations.
• Manages payroll adjustments, including garnishments, benefit deductions, W4 forms, and expense reports.
• Collaborates with the HR Manager to aggregate and process payroll changes, such as new hires, terminations, and bonus payments for each pay period.

Benefits Administration

• Provides employee benefits support by answering employee inquiries and resolving issues.
• Manages benefits reconciliation, ensuring that employee benefit contributions and deductions are correct.
• Assists employees with 401k loan requests and payments, ensuring timely and accurate processing. Reconcile 401(k) contributions and funds to employees’ accounts.
• Coordinates with our leave administrator for FMLA, OFLA, Oregon Paid Leave and Washington Paid Leave.

Onboarding & Offboarding

• With support from the HR Manager, coordinates scheduling and handles many of the essential tasks for new employee onboarding, including payroll setup, account creation, screenings, and benefits enrollment.
• Manages employment verification for new hires.
• Supports the HR Manager in employee offboarding processes, ensuring compliance with HR policies.

HR Support

• Assists the HR Manager with the management of HR policies, documents, procedures, and ensures they are consistently applied and communicated.
• Maintains payroll records and other employee information in ICM’s HRIS as needed.
• Provides support to recruiting coordination, including interview scheduling and communication with candidates, as needed.
• Maintains a high degree of confidentiality and professionalism in handling sensitive employee information.
• Performs other duties as assigned.

Qualifications, Skills, Experience, and Core Competencies:

• 3 or more years of experience in payroll processing, benefits administration, or a similar role required.
• Previous experience in a human resources role, required.
• Strong understanding of payroll regulations and tax laws required. Multistate experience, preferred.
• Knowledge of payroll processing systems and HRIS platforms required. Paylocity and Ease, preferred.
• Proficiency in Microsoft Office, particularly Excel and Word, required.
• Familiarity with 401k plans and benefits reconciliation, preferred.
• Familiarity with federal and state employment laws, preferred.
• Excellent organizational skills and attention to detail.
• Strong communication and interpersonal skills, with the ability to handle sensitive matters with discretion.
• Ability to work independently and manage multiple tasks in a fast-paced remote environment.
• Self-motivated with the ability to take initiative and work effectively in both an independent and collaborative business environment.
• Excellent relationship management and conflict resolution skills
• Demonstrated ability to successfully navigate multifaceted and/or emotionally complex situations.
• Strong organizational, task prioritization, and delegation skills.

Education, Licensure, and Certification Requirements:

• Associate’s degree in Accounting, Business Administration, Human Resources or a closely related field; or equivalent combination of education, training, and demonstrated ability to fulfill the responsibilities of the role.

Work and Physical Conditions

• Ability to wear a headset, dial, answer, and talk on a telephone for 6-8 hours per day.
• Ability to sit or stand in front of a computer screen and type on a keyboard 6-8 hours per day.
• Ability to lift and transport computer, headset, and files between office and home; less than 20 pounds as needed.