[Hiring] Payroll & Benefits Specialist REMOTE USA

­­­­Position: Payroll & Benefits Specialist

Date posted: 2025-07-19

Industry: other

Employment type: Full Time

Experience: 2 to 4 year               

Qualification: Bachelor’s Degree holder

Location: Pittsburgh, PA, United States, REMOTE

Company: Rivia Mind

Description:

Rivia Mind

Payroll & Benefits Specialist – Remote

Pittsburgh, PA

About the job

Get 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° 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 support
• A mindset of curiosity, learning, and growth
• A 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

Payroll

• Oversee 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 laws
• Administer 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 employees
• Serve 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 resolution
• Perform data entry and maintenance of all employee info into the payroll management system
• Record 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 authorities
• Ensure proper calculation and processing of salaries, adjustments, reimbursements, bonuses, incentives, merit increases, overtime, leave usage, garnishments, PTO pay-outs upon termination, severance, and other deductions
• Review the timekeeping system for timesheet exceptions and ensure manager approval occurs by the payroll deadline
• Run special off-cycle payrolls as needed
• Validate and reconcile payroll prior to submission, including review of time reports, earnings, and deductions
• Set up and manage State Income Tax (SIT) and State Unemployment Insurance (SUI) accounts for new states as the company expands
• Research 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 risk
• Manage relationships with external vendors for benefit and payroll administration
• Set up and conduct internal audits and reporting to minimize risk; support external audits related to payroll as required
• Prepare and file quarterly and annual payroll tax returns, including W-2s, 1099s, and other required documentation
• Review monthly, quarterly and annual payroll reports for accuracy and report any discrepancies to the CEO and Chief People Officer immediately
• Respond to tax notices and ensure compliance with all applicable State and Federal wage and hour laws in the US
• Review and respond to unemployment claims with appropriate documentation and maintain routine monthly review of unemployment statements
• Partner with Talent Acquisition and the Chief People Officer to implement and maintain Rivia Mind’s compensation framework, ensuring consistency, equity, and compliance
• Conduct biannual pay audits to assess fairness and alignment with internal policies and legal standards
• Collaborate 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 Administration

• Lead 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 perks
• Oversee 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 questions
• Manage the company stipend process from request through approval and disbursement
• Provide 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 fashion
• Process and administer all leave-of-absence requests and disability paperwork: medical, personal, disability, FMLA and ADA
• Lead the annual benefits plan design, including open enrollment process, system configurations, and all related education and communications to employees
• Use data-driven insights to make recommendations that promote the adoption and satisfaction of our diverse employee base
• Champion effective communication of our benefits offerings, ensuring employees understand the value of the programs available to them and driving higher engagement and utilization
• Maintain database to ensure benefit additions, changes and terminations are processed by insurance carriers
• Manage 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 needed
• Ensure compliance with all applicable federal and state regulations including ERISA, HIPAA, COBRA, ACA, DOL, and IRS requirements
• Collect, audit, and reconcile benefits data for monthly invoicing and benefit payments
• Coordinate the review and payment of administrative fees and premium invoices for all group plans
• Complete annual compliance EEO -1 filing
• Assist the Chief People Officer with creating a compensation matrix for all roles with Rivia
• Review 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 regulations
• Audit pending paid time off requests to ensure manager approval, and ensure employee’s paid time off balances are correct
• Partner with Chief People Officer and Finance for budgeting and forecasting benefit-related expenses
• Contribute to quarterly People Operations objectives and key results
• Maintain and continually update payroll and benefits manual for People Operations department
• Calculate 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 Requirements
• Certified Payroll Professional (CPP) is a plus, but not required

Additional Qualifications, Skills & Attributes

• 5+ years in an exempt-level payroll and benefits specialist or manager role with at least 200 employees
• 3+ years experience administering payroll in multi-state companies
• Computer proficient: GSuite
• Proficiency in HRIS systems is required; Knowledge of BambooHR preferred
• Experience with Allied, Guardian, Vanguard, AleraPay, Intego, Employee Navigator, Mineral, Traxx Payroll preferred but not required
• Knowledge of state, federal and local laws impacting payroll and employee benefits
• Familiar with a pay as you go Workmen’s Comp policy and procedure
• Must have be able to demonstrate accuracy in data management, as well as have an ability to handle sensitive and confidential information with discretion
• Excellent communication and interpersonal skills are required
• Skilled in identifying root causes and driving resolution
• Must be able to work independently and as part of a team
• Must 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 requirements
• Experience paying out commissions, bonus and incentives
• Experience evaluating and improving payroll workflows, systems, and technology to enhance accuracy and scalability
• Significant experience administering employee benefits, including managing payroll feeds, reconciling deductions, and coordinating across multiple carriers and retirement plan record-keepers
• Advanced proficiency in Microsoft Excel and other data analysis tools
• Knowledge 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.