Payroll & Benefits Manager

Overview

The Payroll & Benefits Manager leads Proven IT’s payroll, benefits and 401(k) administration across all operations—including newly acquired entities—by managing payroll processes, tax compliance, reporting, and audit controls. You ensure accuracy in employee classification, deductions, wage compliance, and workflows while maintaining high fidelity in payroll-related systems.

• Payroll Administration and Compliance:
  Oversee end-to-end payroll processing for multiple entities, including Proven Business Systems, Proven IT Colorado, and Partners, across multiple semi-monthly payroll cycles
• Complete system onboarding for new hires and rehires, ensuring accurate setup across all payroll and benefits platforms (Paylocity, Employee Navigator, Principal)
• Ensure I-9 compliance and timely submission of E-Verify cases
• Classify workers appropriately in accordance with federal, state, and local regulations (exempt vs. non-exempt; salaried vs. hourly)
• Manage payment of salaries, bonuses, commissions, and other supplemental wages
• Ensure timely and accurate withholding and remittance of applicable taxes, deductions, 3rd party sick pay, net pay calculations, wage garnishments, child support orders, and tax levies
• Assist with compensation reviews and market-based adjustments by participating in salary surveys and conducting market data research to ensure position salary ranges remain competitive and equitable
• Complete employee terminations, including final pay calculations and compliance with state-specific wage payment laws
• Facilitate internal and external audits and maintain compliance with wage and hour laws and payroll regulations
• Monitor and interpret federal, state, and local legislative changes related to payroll processing and implement required updates to ensure ongoing compliance
• Maintain payroll disaster recovery, fraud prevention, internal controls, and record retention procedures
• Coordinate payroll year-end processing, reconciliations, and payroll system audits
• Ensure accuracy and timely delivery of year-end and regulatory reporting, including W-2 forms and ACA 1095-C forms
• Manage payroll and benefits software setup, maintenance, and integrations, including Paylocity, Employee Navigator, and Principal
• Serve as the primary point of contact for the functionality of the Time Report application and reporting
• Review employee timecards for accuracy, proper job coding, and overtime calculations
• Partner with Jedi to resolve timekeeping system inaccuracies and end-user issues
• Proactively identify and propose payroll, timekeeping, and benefits system improvements to enhance efficiency, accuracy, and compliance
• Track FMLA leave usage and ensure accurate benefit premium payments for employees on leave
• Monitor and administer FAMLI leave requests for Proven IT Colorado, including calculation and processing of quarterly payments to the private insurance administrator (ShelterPoint)
• Maintain a high level of confidentiality and discretion when handling sensitive employee and company data
• Serve as a trusted payroll and benefits resource for employees, providing clear explanations and timely issue resolution
• Perform additional duties and special projects as assigned

• Contribute to annual benefits renewal strategy and open enrollment preparation and execution
• Answer employee benefits questions and provide guidance related to enrollments, life events, and COBRA-qualifying events
• Audit benefit invoices for accuracy and eligibility and submit for payment to vendors
• Track benefit enrollments and eligibility changes across all benefit programs
• Track, audit, and upload employee and employer contributions
• Upload 401(k) contributions after each payroll to maintain proper contribution timing
• Maintain deferral/contribution accuracy before each payroll submission to prevent missed deferrals
• Prepare annual data submission for compliance testing and employer match calculations
• Serve as the primary point of contact for the annual 401(k) audit, providing auditors with accurate and timely data in accordance with sample selection requirement

• Bachelor’s degree in Accounting, HR,…