Optimas Solutions

Senior Payroll and Benefits Specialist Human Resources Wood Dale, Illinois Salary: USD 76018.00 - 95022.00 Annually Description 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. 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