Payroll & Benefits Specialist - Remote

Job Description

Job Description:\n\nGet to Know Rivia Mind At Rivia Mind, we believe great mental health care begins with a human connection. Where We Are: We are a psychiatrist-owned mental health practice rooted in New York City, serving individuals across New York, New Jersey, Connecticut, Florida, and Massachusetts through both virtual and hybrid appointments. How We Support: With a 360&degree; view of each individual, we provide compassionate, science-based care that honors the full complexity of a person's biology, psychology, and life circumstances. We go beyond symptom management with an interdisciplinary care model grounded in collaboration, personalization, and delivered with warmth, respect, and clinical integrity. We bring a high-touch, human-centered approach to every aspect of care, from clinical treatment to operational coordination. Click Here to learn more about our services. Thrive Together: 🌟 Our shared North Star unites us to provide the best patient experience. At Rivia Mind, we cultivate a collegial culture rooted in:A foundation of shared values and reciprocal supportA mindset of curiosity, learning, and growthA spirit of warmth, openness, and authentic connection Together, we turn challenges into opportunities, and every team member helps shape the future of care at Rivia Mind. Job Summary Rivia Mind is seeking a full-time Payroll and Benefits Specialist to join our People Operations team. This role is responsible for guiding the benefits and retirement plans (i.e. 401k), compliance, audits, monitoring administrative costs, and recommending cost-efficient alternatives for a workforce of approximately 200 employees distributed across the United States. In this role, the Payroll & Benefits Specialist will develop long-term strategies for benefits and wellness programs, including plan offerings and design, and ensure compliance with relevant laws and regulations. The role will partner closely with the finance, tax, and external vendor teams, and ensure accurate and timely payroll and benefits delivery. The role requires a strong understanding of multi-state federal, state, and local tax and benefits regulations to ensure compliance and accurate reporting. As a member of the People Operations team, you will serve as the first point of contact for employees with questions or issues related to payroll and benefits. The Payroll & Benefits Specialist is responsible for ensuring the company remains competitive in the marketplace. Application Window: Until July 25th, 2025 Anticipated Start Date: Late August - October, 2025 # of Openings: 1 Job Responsibilities & Qualifications Payroll: 40%Oversee accurate, compliant bi-weekly payroll for 200+ employees across 22+ states.Serve as the payroll subject matter expert, managing systems, reporting, audits, and employee support.Support compensation equity through audits, tax filings, and partnership on pay decisions.Drive solutions that improve not only payroll systems, but also the overall team experience Benefits: 40%Lead end-to-end benefits administration and plan design across health, retirement, and wellness programs.Manage 401(k), open enrollment, vendor relations, and compliance activities.Promote benefit understanding and engagement through clear communication and employee support. Misc: 20%Partner on compensation planning, budgeting, and forecasting in collaboration with Finance and People leadership.Maintain internal documentation, including the payroll and benefits manual and process improvements aligned with best practices.Contribute to quarterly People Operations goals and support audits, compliance filings, and PTO accuracy reviews.Assisting on various People Operations-related projects as assigned by the Chief People Officer Responsibilities PayrollOversee and process end-to-end bi-weekly payroll for 200+ employees across 22+ states, ensuring data accuracy, timeliness, and compliance with local, state, and federal tax laws and wage lawsAdminister and maintain payroll systems and review existing policies and processes to identify gaps, inefficiencies, and areas for process improvement and automation Be the primary resource for all payroll-related inquiries from our employeesServe as the primary payroll expert with strong knowledge of payroll systems, tax compliance and reporting, GL integration and mapping, reconciliations, quarter/year-end close activities, and error resolutionPerform data entry and maintenance of all employee info into the payroll management systemRecord voluntary deductions, as well as process biweekly 401(K), child support, wage garnishments, pay levies, and other involuntary court-ordered payments in a timely manner, including reporting to the necessary authoritiesEnsure proper calculation and processing of salaries, adjustments, reimbursements, bonuses, incentives, merit increases, overtime, leave usage, garnishments, PTO pay-outs upon termination, severance, and other deductionsReview the timekeeping system for timesheet exceptions and ensure manager approval occurs by the payroll deadlineRun special off-cycle payrolls as neededValidate and reconcile payroll prior to submission, including review of time reports, earnings, and deductionsSet up and manage State Income Tax (SIT) and State Unemployment Insurance (SUI) accounts for new states as the company expandsResearch and advise the Chief People Officer on payroll requirements in current locations as well as locations where we may need to open a new legal entity Document and maintain standard operating procedures as well as internal controls to prevent unnecessary riskManage relationships with external vendors for benefit and payroll administrationSet up and conduct internal audits and reporting to minimize risk; support external audits related to payroll as requiredPrepare and file quarterly and annual payroll tax returns, including W-2s, 1099s, and other required documentationReview monthly, quarterly and annual payroll reports for accuracy and report any discrepancies to the CEO and Chief People Officer immediatelyRespond to tax notices and ensure compliance with all applicable State and Federal wage and hour laws in the USReview and respond to unemployment claims with appropriate documentation and maintain routine monthly review of unemployment statementsPartner with Talent Acquisition and the Chief People Officer to implement and maintain Rivia Mind's compensation framework, ensuring consistency, equity, and complianceConduct biannual pay audits to assess fairness and alignment with internal policies and legal standardsCollaborate with Talent partners and Chief People Officer to finalize salary offers for new hires, promotions, and one-time rewards to ensure adherence to budget and compensation philosophy Benefits AdministrationLead and innovate by overseeing the entire benefits function, including but not limited to: medical, dental, vision, life insurance, Health Savings Account (HSA), Flexible Spending Accounts (FSA), commuter benefits, retirement plans, voluntary & supplemental benefits, and wellness programs and other employee perksOversee day-to-day 401(k) administration including payroll filing, reporting, enrollments, rollovers, distributions, loans, hardship withdrawals, and compliance testing, completing annual discrimination testing, annual summary report, audits, maintenance of plan files & 5500 filings, and answering employee questionsManage the company stipend process from request through approval and disbursementProvide timely and accurate administration of benefit plans, including meeting with new hires to assist in enrollment as part of the orientation process, open enrollment, renewals, changes, and terminations for benefits programs, including medical, dental, vision, disability, and 401(k)Responsible for processing enrollments, changes, and terminations for all benefit plans in a timely and accurate fashionProcess and administer all leave-of-absence requests and disability paperwork: medical, personal, disability, FMLA and ADALead the annual benefits plan design, including open enrollment process, system configurations, and all related education and communications to employeesUse data-driven insights to make recommendations that promote the adoption and satisfaction of our diverse employee baseChampion effective communication of our benefits offerings, ensuring employees understand the value of the programs available to them and driving higher engagement and utilizationMaintain database to ensure benefit additions, changes and terminations are processed by insurance carriersManage all relationships with plan providers, benefit vendors, brokers, and third-party administrators to ensure fiduciary responsibilities are met, annual discrimination testing and audits are completed, and required government filings are submitted on time; escalate issues to Chief People Officer as neededEnsure compliance with all applicable federal and state regulations including ERISA, HIPAA, COBRA, ACA, DOL, and IRS requirementsCollect, audit, and reconcile benefits data for monthly invoicing and benefit paymentsCoordinate the review and payment of administrative fees and premium invoices for all group plansComplete annual compliance EEO -1 filingAssist the Chief People Officer with creating a compensation matrix for all roles with RiviaReview existing policies and processes to identify gaps, inefficiencies, and opportunities and recommend solutions for process improvement based on trends, best practices, and employment laws and regulationsAudit pending paid time off requests to ensure manager approval, and ensure employee's paid time off balances are correctPartner with Chief People Officer and Finance for budgeting and forecasting benefit-related expensesContribute to quarterly People Operations objectives and key resultsMaintain and continually update payroll and benefits manual for People Operations departmentCalculate the quarterly payment for the New York DBI and PFL policy Qualifications Required Education Level: High School Diploma Education Details: Bachelor's degree in Accounting, Finance, HR Management, or a related field preferred Licensure/Certification RequirementsCertified Payroll Professional (CPP) is a plus, but not required Additional Qualifications, Skills & Attributes5+ years in an exempt-level payroll and benefits specialist or manager role with at least 200 employees3+ years experience administering payroll in multi-state companiesComputer proficient: GSuiteProficiency in HRIS systems is required; Knowledge of BambooHR preferredExperience with Allied, Guardian, Vanguard, AleraPay, Intego, Employee Navigator, Mineral, Traxx Payroll preferred but not requiredKnowledge of state, federal and local laws impacting payroll and employee benefitsFamiliar with a pay as you go Workmen's Comp policy and procedureMust have be able to demonstrate accuracy in data management, as well as have an ability to handle sensitive and confidential information with discretionExcellent communication and interpersonal skills are requiredSkilled in identifying root causes and driving resolutionMust be able to work independently and as part of a teamMust be able to multitask and prioritize for dealing with competing priorities Prior experience managing third party vendors (medical, dental, 401K, commuter benefits, etc.) is required. Knowledge of HR, benefits and payroll laws including: EEO, AA, ACA requirements, ADA, FMLA, COBRA, ERISA, garnishments, and state/local payroll requirementsExperience paying out commissions, bonus and incentivesExperience evaluating and improving payroll workflows, systems, and technology to enhance accuracy and scalabilitySignificant experience administering employee benefits, including managing payroll feeds, reconciling deductions, and coordinating across multiple carriers and retirement plan record-keepersAdvanced proficiency in Microsoft Excel and other data analysis toolsKnowledge of benefit programs including health insurance, STD, LTD, workers compensation insurance, LOAs, unemployment regulations, life insurance, 401(k), COBRA, etc. Benefits Comprehensive Benefits to Support Your Well-being At Rivia Mind, we prioritize the well-being, growth, and success of our team members. Our robust benefits package is designed to provide support in every facet of your life—personal, professional, and financial. Learn more here. Health & Wellness:Medical Coverage - HDHP, PPO or PPO Buy-UpHealth Savings Account, Flexible Spending Account, and Dependent Care Account OptionsDental & Vision InsuranceWhole-Body Wellness Offerings if Enrolled in one of our three Aetna Medical Plans Time Off & Flexibility:Front Loaded Paid Time Off (PTO)Observed Holidays & Annual Office ClosureMedical & Parental Leave (in accordance with State and Federal Laws)Bereavement Leave / Pet Bereavement Leave Financial Wellness:Competitive Pay401(k) Retirement Plan and employer matchEmployee Referral ProgramTransit and Parking Voluntary Benefit Professional Development:Professional Development Stipend after 1st Work AnniversaryPaid Professional Development Days after 1st Work AnniversaryLearning & Development Resources Additional Benefits:Short-Term & Long-Term DisabilityGroup Life/AD&D InsuranceEmployee Assistance Program (EAP)Voluntary BenefitsQuarterly Wellness Activities We're committed to helping you thrive in our Rivia Community. Join us and experience a workplace that values your health, happiness, and growth. Compensation & Employment Details Pay Range: $75,000/yr - $90,000/yr Pay Type: Salary Department: People Operations Job Level: Intermediate Supervisor: Chief People Officer Supervisees: None Employment Status: Full Time Exemption Status: Exempt Work Environment: Remote, 9 AM - 5 PM EST What makes Rivia Mind unique:We foster continuous learning, engaging collaboration, and excellence in all that we accomplish togetherWe support a comprehensive approach in our philosophy of care that considers various factors and perspectives through the delivery of evidence-based treatmentsWe are setting the new standard for accessible, reliable, and quality Mental Health services with positive patient experiences We are inspired by our Rivia Community of patients, providers, colleagues, and partners who are driven by the commitment to make a positive impact Location Eligibility At this time, we are only able to consider applicants whose primary residence is in one of the following states:Connecticut, Florida, Georgia, Kansas, Kentucky, Maryland, Massachusetts, Michigan, New Jersey, New York, Ohio, Pennsylvania, South Carolina, or Texas. Because this is not a solely on-site role, your primary residence must remain in one of these approved states. Please note that residing outside of these states—even temporarily—may result in employment eligibility issues, tax implications, or other regulatory concerns. If your location changes or you're based elsewhere, we encourage you to stay connected for future opening