Senior Payroll and Benefits Specialist

Senior Payroll & Benefits Specialist Location:

Wood Dale, IL (Hybrid)

Department:

Human Resources Reports To:

Manager, Payroll & Benefits About Optimas Optimas is a global distributor of integrated supply chain solutions and engineering support, delivering fasteners, components, industrial, and safety supplies to customers worldwide. Our local, on-the-ground teams understand the nuances of every community we serve, allowing us to adapt and provide highly personalized service and support across the globe. To learn more, visit: http://www.optimas.com/ Position Overview The Senior Payroll & Benefits Specialist is responsible for leading the day-to-day execution, accuracy, and compliance of payroll and benefits administration for U.S.-based employees. This role owns multi-state payroll processing, benefits operations, and leave of absence administration, ensuring all activities are executed in compliance with federal, state, and local regulations. This position serves as a key partner to the Manager, Payroll & Benefits, with a strong emphasis on regulatory compliance, audit readiness, and process integrity. The Senior Specialist acts as a subject matter expert, proactively identifying risks, driving process improvements, and supporting strategic initiatives. This role is ideal for a high-performing professional who demonstrates ownership, sound judgment, and readiness to evolve into a leadership role. Key Responsibilities Payroll Leadership & Execution Lead full-cycle bi-weekly and weekly multi-state payroll processing for U.S. employees Ensure accurate calculation of wages, taxes, garnishments, deductions, and adjustments in compliance with all applicable laws Perform advanced payroll reviews, identify discrepancies, and resolve issues prior to finalization Process complex and off-cycle payments including terminations, bonuses, commissions, and equity-related transactions Maintain payroll records to ensure audit readiness, accuracy, and regulatory compliance Partner cross-functionally with HR, Finance, and external providers to ensure data integrity and alignment Support payroll reconciliations including general ledger tie-outs, quarterly filings, and year-end processes (W-2) Participate in payroll system enhancements, implementations, testing, and continuous improvement efforts Benefits Administration & Oversight Administer and optimize day-to-day operations of employee benefits programs (medical, dental, vision, 401(k), disability, and voluntary benefits) Act as the primary escalation point for complex benefits issues and employee inquiries Ensure accurate and timely processing of enrollments, life events, and terminations across HRIS and vendor systems Partner with brokers and vendors to manage service delivery, resolve escalated issues, and maintain data integrity Lead operational execution of open enrollment, including system validation, reconciliation, and employee support Leave of Absence & Compliance Management Administer and oversee leave programs including FMLA, ADA, disability, and multi-state/local leave laws Ensure compliance with evolving federal, state, and local regulations; escalate risks or gaps proactively Coordinate with employees, leadership, HR, and third-party administrators to manage cases end-to-end Maintain accurate tracking, documentation, and payroll integration for all leave activity Serve as a subject matter expert on leave compliance and best practices Wellness& Employee Experience Lead and support employee wellness initiatives with a focus on engagement and participation Evaluate program effectiveness and recommend enhancements Contribute to initiatives that improve overall employee experience related to benefits Vendor Management & Financial Oversight Review, audit, and approve benefits-related invoices for accuracy and alignment with enrollments Partner with Finance to ensure timely processing and reconciliation Liaise with vendors to resolve discrepancies and improve service performance Process Improvement & Optimization Identify and implement process improvements to enhance efficiency, scalability, accuracy, and compliance Drive standardization and documentation of workflows and SOPs Support system optimization initiatives and automation opportunities Recommend best practices aligned with industry standards Compliance, Reporting & Audit Partnership Partner closely with the Manager, Payroll & Benefits on compliance strategy, audit readiness, and risk mitigation Generate, analyze, and validate payroll and benefits reports to ensure accuracy and compliance Support key regulatory filings and requirements (ACA, 401(k), payroll tax filings, audits, etc.) Maintain documentation aligned with federal, state, and local regulations Prepare materials and actively support internal and external audits, including responding to audit requests Stay current on regulatory changes and recommend process or policy adjustments Qualifications 5+ years of progressive experience processing multi-state payroll 5+ years administering employee benefits programs in a complex environment Demonstrated experience managing leave of absence programs (FMLA, ADA, disability, state/local requirements) Strong knowledge of federal, state, and local payroll and benefits regulations Experience supporting compliance, audits, and regulatory reporting Proven ability to identify and implement process improvements High attention to detail with strong analytical and problem-solving skills Ability to manage sensitive and confidential information with discretion Strong organizational skills with the ability to manage multiple priorities in a deadline-driven environment Excellent communication and stakeholder management skills Preferred Qualifications Experience with UKG (UltiPro) or similar HRIS/payroll systems Exposure to payroll reconciliations, audits, and compliance reporting Intermediate Excel skills (pivot tables, formulas, data analysis) Key Competencies Strong analytical and problem-solving skills High attention to detail and accuracy Effective communication and interpersonal skills across all levels of the organization Organized, self-directed, and able to prioritize workload while meeting deadlines What Success Looks Like Payroll is processed accurately and on time with minimal corrections Benefits and leave processes run smoothly and compliantly Employees receive timely, accurate support for payroll and benefits inquiries Data is clean, audit-ready, and supports compliance requirements Opportunities for process improvement are identified and implemented