Payroll and Benefits Specialist

Position Summary

The Payroll & Benefits Specialist is responsible for managing and overseeing The Florida Aquarium’s (TFA) payroll processes and employee benefits administration. This role involves ensuring accurate and timely processing of payroll, maintaining compliance with federal and state regulations, and managing various employee benefits programs. The ideal candidate is innovative and highly detail-oriented and will work closely with the Human Resources (HR) team to ensure that payroll and benefits operations run smoothly and efficiently.

Essential Position Functions

• Prepare and process bi-weekly payroll for all employees using ADP Workforce Now. 
• Ensure accurate payroll calculations, including deductions, reimbursements, retirement matches, overtime, grants, commissions, etc.
• Maintain accurate payroll records and ensure compliance with federal, state, and local payroll regulations. 
• Responsible for addressing payroll inquiries from leaders and employees and ensuring any related issues are resolved in a timely manner. 
• Administer employee benefits programs, including health, dental, and vision benefits, additional voluntary benefits, and employee leave benefits through FMLA and/or Disability Insurances. 
• Champion all elements of annual open enrollment process with benefits providers and systems to ensure accurate enrollment and a seamless experience for employees.
• Responsible for assisting employees with any benefits-related inquiries and ensuring any related issues are resolved in a timely manner.
• Responsible for planning and facilitating semi-annual employee health fairs and wellbeing initiatives.
• Ensure compliance with benefits regulations, including ACA, ERISA, COBRA, and HIPAA.
• Assist with audits and reporting related to payroll and benefits.
• Work closely with the Finance team to reconcile invoices from benefits providers
• Maintain confidentiality and ensure secure handling of employee information.
• Assist Director of HR with system integrations and implementations related to payroll and benefits for all new acquisitions.
• Work closely with the HR team during the transition of newly acquired practices to ensure seamless integration into existing payroll and benefits systems.
• Prepare and submit required payroll and benefits reports to government agencies and grantors, as required.
• Assist with the onboarding process for new hires, including benefits orientation.
• Collaborate with the HR team to develop and implement policies and procedures related to payroll and benefits.
• Aide in the planning and facilitation of Team Member appreciation events.
• Provide support for other HR functions as needed.
• Supports TFA’s Shared Purpose by participating in a Conservation Day of Action shift on an annual basis.
• Embrace and actively demonstrate TFA’s Core Values, ensuring they guide daily decision-making, professional conduct, and collaboration across all teams.
• Delivers extraordinary internal customer service to all team members, and external customer service to all aquarium guests.
• Performs other duties as assigned or required.

Knowledge, Skills and Abilities

• Bachelor’s Degree in Human Resources, Business Administration, Accounting or related field preferred.
• Minimum of 5 years of experience in payroll and benefits administration. 
• Experience with ADP Workforce Now or similar payroll software a plus, but not required. 
• Knowledge of federal, state, and local payroll regulations. 
• Understanding of employee benefits programs and compliance requirements. 
• Experience with system integrations and data migration is a plus.
• Ability to handle sensitive information with discretion is required.
• Highly organized; able to set priorities, develop work plans, monitor progress toward goals, and track details in a fast-paced environment.
• Demonstrated ability to function and relate effectively in culturally diverse situations and forge relationships with a broad range of stakeholders.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, etc.).

Competencies

• Customer Focus - Demonstrates courtesy, cooperation and friendliness with staff, volunteers and guests. Actively listens, anticipates and evaluates the guest’s needs. Ensures that guest satisfaction is a priority in all areas of responsibility. Actively engages our guests while fulfilling job responsibilities.
• Teamwork - Supporting, facilitating, and participating in activities that promote team effectiveness; demonstrating sensitivity for the feelings and needs of team members and supporting team goals.
• Communication - Effectively expressing ideas verbally and non-verbally and actively listening to individuals and groups; preparing and focusing presentations to the characteristics and needs of the audience; expressing ideas clearly and concisely in written form; through memoranda, letters, reports, and other documents.
• Reliability/Accountability – Demonstrates the ability to complete tasks punctually, meet deadlines and follow through on commitments. Provides consistent and timely work free of errors and omissions. Demonstrates good time management skills by using time effectively and efficiently. Arrives at work and meetings on time. Takes responsibility for actions and behavior and learns from experiences.
• Analysis—Obtaining relevant information and identifying key issues and relationships from a base of information; comparing data from different sources (both interactive and written); defining underlying problems or opportunities and recognizing trends; defining and structuring functions and teams based on key strategies and goals.
• Judgment - Deciding on and committing to an action on the examination of the facts at hand; finding creative solutions to situations and opportunities that arise; taking strategic risks when necessary.
• Planning and Organizing - Establishing a course of action with specific long-range goals for the aquarium; setting priorities among competing requirements and allocating resources in the most efficient and effective way; developing contingency plans that participate changes in the work environment.
• Integrity/Trust - Maintaining social, ethical and organizational values and norms; building trust and confidence with the staff and with internal and external customers; respecting the confidentiality of personal and proprietary information.
• Collaboration - Works well with people outside their immediate work group.
• Initiative - Taking actions to achieve goals; self-starting and proactive; asserting oneself to support others in the achievement of their goals; originating action rather than responding only to the actions of others; anticipating the needs of both internal and external constituencies.

Typical Physical Requirements

• Sitting (up to 6 hours per day)
• Standing / Walking (up to 4 hours per day)
• Carrying / Lifting (up to 40lbs.)
• Bending/Stooping/Squatting — Occasionally
• Climbing stairs — Occasionally
• Reaching above shoulders — Occasionally
• Kneeling/Pushing/Pulling — Occasionally
• Computer usage (typing and monitor viewing) for extended periods
• More than normal talking (in person and telephone)
• Coping with demands (stresses that are associated with the job and/or the work environment so that acceptable levels of performance and overall contribution are maintained
• Potential exposure to marked changes in temperature and humidity
• Ability to travel (car) as needed - locally and/or nationally
• Ability to travel (air) as needed
• Flexibility in working weekends, evenings, and holidays as needed