Payroll Administrator

Job Title: Payroll Administrator

Department: Human Resources

Accountability: This position reports directly to the Payroll and Benefits Manager

Position Summary: The Payroll Administrator is responsible for administering payroll processes and should have an interest in employee benefits programs with a high degree of accuracy, confidentiality, and compliance. This role serves as a key resource for employees and management by ensuring payroll transactions, benefit enrollments, deductions, reporting, and related records are processed efficiently and in accordance with company policy and applicable laws and regulations. Self-starter with strong analytical and problem-solving skills. Ability to independently assess issues, research solutions, and exercise sound judgment before seeking guidance. Proactively manages workload and independently identifies projects and opportunities to add value.

Responsibilities:

• Process payroll accurately and on schedule, including data entry, review, reconciliation, and correction of employee timecards, earnings, deductions, and payroll adjustments.
• Maintain employee payroll, timekeeping, and benefits data within HRIS, payroll, and related reporting systems, ensuring information is current, complete, and accurate.
• Administer employee benefits programs, including medical, dental, disability, life insurance, COBRA, and other company-sponsored plans, in accordance with plan documents and internal procedures.
• Assist with new hire benefit orientation, open enrollment activities, and employee communications related to plan eligibility, coverage options, and enrollment changes.
• Respond to employee and manager inquiries regarding payroll, taxes, deductions, garnishments, leave-related pay, and benefit matters in a timely, professional, and confidential manner.
• Review, verify, and process invoices for health, dental, and other employer-paid insurance programs, and support reconciliation of billing discrepancies with vendors as needed.
• Administer Health Reimbursement Arrangements (HRA), Flexible Spending Accounts (FSA), and Health Savings Accounts (HSA) in compliance with IRS regulations and plan requirements.
• Process 401(k) transaction files, including employee deferrals, employer match contributions, and loan deductions, while supporting compliance with plan guidelines and regulatory requirements.
• Support payroll, benefits, 401(k), EEO, and workers’ compensation audits, compliance reviews, and annual testing by preparing documentation and responding to information requests.
• Maintain confidential employee records and related documentation in both electronic and paper formats, ensuring proper retention, organization, and data privacy.
• Ensure payroll withholdings, voluntary deductions, involuntary deductions, and garnishments are set up and processed accurately and in accordance with applicable requirements.
• Verify completion and accuracy of federal, state, and local tax and employment forms for new hires and existing employees, and coordinate updates when changes occur.
• Administer direct deposit setup and maintenance, and support distribution of pay statements and other payroll-related communications.
• Prepare recurring and ad hoc payroll and benefits reports for management, finance, and leadership to support business operations, analysis, and decision-making.
• Reconcile payroll data, identify discrepancies, research root causes, and resolve issues promptly to maintain data integrity and employee satisfaction.
• Process and verify time sheets and related records for temporary or agency employees in accordance with company procedures and vendor requirements.
• Prepare required documentation and responses for unemployment claims and assist with other employment-related administrative processes as assigned.

Requirements:

• Bachelor’s degree in Human Resources, Business Administration, Accounting, or a related field, or an equivalent combination of education and relevant experience.
• Minimum of five years of progressive experience in multi-state payroll and benefits administration.
• Working knowledge of payroll systems, timekeeping platforms, and HRIS applications; experience with ADP Workforce Now preferred.
• Strong understanding of laws and regulations governing payroll practices, wage and hour requirements, employee classifications, tax withholding, and benefit administration.
• Experience administering employer-sponsored benefit plans, including self-insured health plans, is highly desirable.
• Excellent verbal and written communication skills, with the ability to explain complex information clearly and professionally to employees and leaders.
• Strong interpersonal skills and the ability to build trust, maintain confidentiality, and work effectively with employees at all levels of the organization.
• Advanced organizational skills with exceptional attention to detail, accuracy, and follow-through in a fast-paced environment.
• Proficiency in Microsoft Office Suite, including Excel, Word, Outlook, and related reporting tools.
• Ability to manage multiple priorities, exercise sound judgment, and handle sensitive or complex situations with discretion and professionalism.
• Demonstrated ability to work collaboratively within a team environment while also managing responsibilities independently.
• Flexibility to support HR and payroll initiatives across multiple shifts or business needs, as required.
• Ability to read, interpret, and follow written and verbal instructions in English.

Work Environment: Office 

• Office Equipment
• May occasionally be required to access manufacturing or production areas; applicable safety protocols and PPE apply

Company Details:

Havis is the leading manufacturer of products designed for mobile workers.  Our company has a legacy dating back over 75 years as a trusted manufacturer and provider of mission critical equipment with a focus on the customer.  Our headquarters is located in Warminster, Pennsylvania with additional facilities in Ivyland, Pennsylvania, Plymouth, Michigan, Burnsville, MN, and a 5th location in Hilliard, OH.

We design, engineer and build safe, reliable, ergonomically efficient products.  We strive to exceed our own high standards and our customers’ expectations with flexible, integrated solutions. We pride ourselves in providing the finest quality products and services to our customers.  We are committed to continually improving our products, our services and ourselves.

• Havis, Inc. -  Website: www.havis.com 
• Havis designs, manufactures and sells equipment for the mobile workforce 
• Headquartered in Warminster, PA with additional facilities in Ivyland, PA and Plymouth, MI, Burnsville, MN, Hilliard, OH, and Noblesville, IN.
• ISO 9001 Certified Quality Management System 
• Fast growing company in a niche but growing marketplace 
• Company offers Health, Dental, Vision and 401(k) Plan with matching contributions 
• 100% Employer Paid STD, LTD and Life & ADD benefits
• Generous Paid Time Off and Holiday benefits
• Competitive pay commensurate with education, skills, and experience

Prepared by:  Human Resources

Approved by:  Executive Director of Human Resources