Payroll & Benefits Specialist

IDEMIA is the global leader in identity and security. Our mission is to create a safe and simple future where identity verification is indisputable, and only you can assert your identity. We are a distributed company leveraging the latest technologies to deliver world-class products in the private and public sectors of finance, telecom, identity, security, retail, sports entertainment, commercial, government, and IoT. We use a variety of technologies and approaches to deliver quality product and services to government agencies and technology companies. IDEMIA is a made up of a group of 14,000 diverse people from different nationalities, speaking over 20 different languages. Together, our solutions impact the everyday lives of citizens and nations. In this ever-changing world, protecting your identity is paramount. Join the team that is ensuring one person - one identity.

The Payroll & Benefits Specialist is responsible for the accurate and timely processing of payroll for our remote and office-based, multi-state workforce and serves as the primary point of contact for employee benefits enrollment, life events, and leave administration. You will ensure compliance with payroll and benefits regulations, maintain data integrity within ADP our HRIS system, and support a positive employee experience through responsive and knowledgeable service. This position also manages payroll tax reporting, benefit plan deductions, and year-end processing in coordination with our Finance and third-party vendors. Other support may be assigned as needed.  

This role reports to the Head of HR and works closely with the internal HR team. Also partners with the Finance department, and external vendors to support a seamless and compliant employee experience. 

Responsibilities

Payroll Administration 

• Manage end-to-end, bi-weekly payroll processing in ADP, including data input, validation, and reconciliation. 
• Manage special payroll processes for interns and other unique employee categories. 
• Set up and maintain accurate HRIS records for new hires, terminations, job changes, compensation updates, and one-time payments (e.g., stipends, bonuses). 
• Ensure accurate deduction processing and payroll coding in coordination with Finance. 
• Respond to payroll-related inquiries from employees and troubleshoot any issues related to compensation or tax documentation. 
• Partner with Finance on payroll journal entries, reconciliations, expense reimbursements and year-end tax reporting (e.g., W-2s, 1095-C). 
• Prepare post-payroll reports for validation, reconciliation, and compliance monitoring. 
• Maintain and optimize the HRIS system, resolving discrepancies and ensuring seamless vendor integrations. 
• Stay current on federal, state, and local HR/payroll regulations and advise on policy updates. 

 
Benefits Administration 

• Support open enrollment and life event changes; serve as front-line contact for employees enrolling in or making changes to health, dental, vision, FSA, and other benefit plans. 
• Coordinate with third-party administrators to process enrollments, terminations, and benefit changes in a timely and accurate manner. 
• Manage benefits deductions and ensure correct setup in payroll. 
• Coordinate 401(k) contributions, enrollments and reporting with the plan administrator. 
• Ensure compliance with federal and state regulations regarding benefits offerings, including ERISA, HIPAA, COBRA and other Government compliance; conduct periodic internal operational audits for compliance. 
• Support employees with questions related to coverage, claims, or eligibility. 
• Manage the company's leave administration programs: STD, LTD, FMLA, Parental Leave, Time-Off programs, Non-medical FMLA and Workers' Compensation 
• Leads the Annual Open Enrollment process including system set up, comprehensive communications and payroll deductions. 
• Provides ongoing education to employees through one-on-one, small group and all employee meetings related to benefits options. 

 
Data Integrity 

• Run reports and audits to ensure data integrity and timely submission of payroll and benefit data. 
• Support system upgrades and testing as needed in collaboration with the HR Operations team. 
• Ensure compliance with federal and state payroll regulations. 
• Maintain internal documentation for payroll and benefits processes. 
• Recommend and implement process improvements to improve accuracy, efficiency, and employee satisfaction. 

• Bachelor’s degree preferred. 
• 3–5 years of relevant experience in payroll processing and benefits administration, ideally in a multi-state, remote and in-office environment. 
• Proficiency with HRIS/payroll systems; Experience with ADP Workforce Now and ADP time and attendance systems required. 
• Extensive knowledge of the payroll function including preparation, balancing, internal control, regulations and tax laws.  
• Familiarity with benefits regulations, including FMLA, State Leave, COBRA, and ACA.
• Excellent organizational skills and Meticulous attention to detail. 
• Strong analytical and problem-solving skills. 
• Understanding of payroll processes and benefits management. 
• Strong communication skills across mediums to regularly communicate with employees about payroll and benefits. 
• Comfort and skill with public speaking to provide ongoing education and support to employees from a remote environment, ability to synthesize complex information into digestible format for employee audience. 
• Ability to adapt to changing regulations and implement necessary updates. 
• Able to manage multiple priorities, strong consultative skills.  
• Exceptional customer service skills with a responsive, solution-oriented mindset. 
• Ability to handle confidential information with discretion. 
• Prior HR Manager or Generalist experience preferred. 

The US base salary range for this position is $77,870 to $97,344 plus benefits. Our salary ranges are determined by role and level. The range displayed on each job posting reflects the compensation target for the role across all US locations. Individual pay is determined by job-related skills, experience, and relevant education or training. Beyond offering a competitive total rewards package, we offer various opportunities to support team members' growth and success.