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 …