Hayden Industrial, a leading manufacturer of industrial cooling systems, is seeking an experienced Payroll & Benefits Specialist to join our team in Tulsa, Oklahoma. The Payroll & Benefits Specialist is responsible for the accurate and timely administration of payroll and employee benefits programs for a manufacturing workforce. This position serves as the primary day-to-day contact for employee payroll and benefits inquiries while supporting compliance, recordkeeping, and HRIS data integrity.
Working closely with the HRIS & Payroll Manager, this role ensures payroll accuracy, benefit enrollment administration, employee communication, and compliance with applicable federal, state, and local regulations. The Payroll & Benefits Specialist plays a critical role in delivering exceptional customer service to employees while maintaining confidentiality and attention to detail.
Essential Duties and Responsibilities
Payroll Administration
- Process weekly and/or bi-weekly payroll for hourly and salaried employees.
- Review timekeeping records for completeness and accuracy, ensuring proper coding of hours worked, overtime, paid time off, and leave balances.
- Audit payroll data and identify discrepancies prior to payroll processing.
- Process payroll adjustments, wage changes, deductions, bonuses, and retroactive payments.
- Maintain payroll records and supporting documentation.
- Assist with payroll tax reporting, garnishments, wage assignments, and direct deposit administration.
- Respond to employee payroll inquiries and resolve payroll-related issues in a timely manner.
- Support year-end payroll activities including W-2 preparation and distribution.
Benefits Administration
- Administer employee benefit programs including medical, dental, vision, life insurance, disability, retirement plans, and wellness programs.
- Process benefit enrollments, qualifying life events, terminations, and beneficiary updates.
- Assist employees with benefit questions and provide education regarding available benefit programs.
- Conduct new hire benefits orientations and enrollment meetings.
- Support annual open enrollment planning, communication, and processing activities.
- Coordinate with benefit carriers and third-party administrators to resolve employee benefit issues.
- Monitor benefit deductions to ensure payroll accuracy.
- Maintain benefit records and ensure timely processing of enrollment changes.
HRIS & Employee Data Management
- Enter and maintain employee information within the HRIS system.
- Process personnel changes including hires, promotions, transfers, compensation adjustments, and terminations.
- Perform routine audits to ensure employee data accuracy and completeness.
- Generate reports related to payroll, benefits, and employee data as requested.
- Assist with HRIS testing, upgrades, and process improvements.
Compliance & Reporting
- Ensure compliance with payroll and benefits regulations, company policies, and reporting requirements.
- Maintain confidential employee information and records.
- Assist with ACA reporting, audits, and compliance activities.
- Support preparation of reports for internal and external audits.
- Maintain organized electronic and paper filing systems.
Employee Support
- Serve as a resource for employees regarding payroll, benefits, and HR-related processes.
- Provide excellent customer service while maintaining confidentiality and professionalism.
- Assist employees with completion of benefit forms and required documentation.
- Support HR initiatives, employee programs, and special projects as assigned.
Qualifications
Education
- Associate's degree in Human Resources, Business Administration, Accounting, Finance, or related field preferred.
- Equivalent combination of education and experience may be considered.
Experience
- Minimum of 3 years of payroll and benefits administration experience.
- Experience processing payroll in a manufacturing or multi-shift environment.
- Experience working with HRIS, payroll, and timekeeping systems.
- Experience supporting open enrollment and employee benefits administration.
Knowledge, Skills, and Abilities
- Working knowledge of payroll practices, wage and hour regulations, and employee benefits administration.
- Strong attention to detail and commitment to accuracy.
- Excellent organizational and time management skills.
- Ability to handle confidential information with discretion.
- Strong customer service and interpersonal skills.
- Proficient in Microsoft Office applications, particularly Excel.
- Ability to work independently and manage multiple priorities in a fast-paced environment.
- Strong written and verbal communication skills.
Supervisor Responsibility:
This position has no supervisory responsibilities.
Work Environment:
This job primarily operates in a professional office environment. This role uses standard office equipment. When in the manufacturing facility, all employees are required to wear personal protective equipment to include/hearing protection, and safety glasses with side shields, and OSHA compliant safety boots/shoes.
Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
While performing duties of this job, the person in this position might remain stationary for long periods of time, while operating a computer and other office machinery. This position needs to occasionally move about inside the office to access filing cabinets and operate office machinery.
The employee might occasionally lift or move objects up to 25 pounds.
On occasion, the employee may be required to visit the shop that is a non-temperature-controlled environment with loud noises, dust, dirt, and metal particles that are usually associated with metal fabrication shops.
Position Type/Expected Hours of Work:
This is a full-time position. Days and hours of work are Monday through Friday, 7:00 a.m. to 4:00 p.m. Occasional evening and weekend work may be required as job duties demand.
Travel:
Local travel between facilities is required for this position.
Benefits:
Hayden Industrial offers a generous benefits package including comprehensive health, dental, vision, 401(k) retirement plan with company match, a generous paid time off schedule, and professional development opportunities.
AAP/EEO Statement:
Hayden Industrial is an equal employment opportunity employer. Hayden Industrial recognizes and embraces federal legislation on equal employment opportunity and is committed to providing a workplace free of discrimination. All applicants for employment and all employees will be afforded equal opportunity and treatment, regardless of age, race, religion, gender, national origin, disability status or other protected status. All employees are responsible for complying with all applicable Federal, State and Local Laws, rules and regulations regarding non-discrimination practices.
