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Payroll and Benefits Specialist at Spirit of America

Payroll and Benefits Specialist

Spirit of America Arlington, VA (Onsite) Full-Time

Are you looking to make a difference in the world by helping to advance freedom and democracy? Are you energized by working at the intersection of US foreign policy, global humanitarian impact, and entrepreneurship?

Spirit of America is the only nonprofit organization that works alongside the US troops, diplomats, and local allies to bring American goodwill, humanitarian assistance, and other aid to where it’s needed most in the world.

Spirit of America seeks a Payroll and Benefits Specialist to carry out the benefits and payroll functions.  A strong candidate will have experience working with ADP (or other payroll software), a working knowledge of Benefits and Payroll compliance and procedures, , experience onboarding and offboarding employees and helping employees make benefit elections, experience adding new states/jurisdictions to the payroll system, and strong interpersonal skills to work across all functions of the organization and to effectively and promptly resolve vendor problems. The ideal candidate will also share a deep commitment to the safety and success of America’s troops and diplomats.

Key Responsibilities

Payroll Duties

  • Process, report and reconcile bi-weekly payroll through ADP Workforce Now
  • Interprets, implements, and maintains policies and procedures pertaining to payroll and benefits
  • Upload and transmit 403(b) contributions and matches within 2 business days following the paydate
  • Maintains payroll and benefit record requirements for accounting of salary, benefits, accruals, and deductions
  • Conducts research on state payroll tax registration requirements and registers in new states as needed
  • Collaborate with finance if there are questions about the GL/payroll
  • Ensures the timely production and distribution of W2s and 1095s
  • Submits payroll reports to fiance within 2 business days following the paydate; benefit reports to be generated as needed
  • Maintains strict confidentiality  regarding employee compensation and other sensitive and/or protected data
  • Provide technical assistance to employees on how to make changes in ADP Workforce Now such as updating direct deposit information, W-4, vacation, FTO/Sick requests, etc
  • Manages the technology side of the annual review process (conducted through ADP Workforce Now)
  • Files quarterly and annual reports to various state agencies as required
  • Input pay raises, bonuses, and benefits deductions into ADP Workforce Now as needed

Benefits Duties

  • Manage new hire enrollments, COBRA, terminations, open enrollment, and qualifying events for employees
  • Organize, implement, and process the yearly Open Enrollment process
  • Ensure new employees complete benefits enrollment as required by plan documents and in all cases no later than within first 30 days
  • Process employee enrollments, terminations and qualifying events-related changes via insurance provider portals
  • Assist all employees with questions regarding all health insurance benefits, health-related disability, leave, FMLA, and 403(B) contributions
  • Review monthly payroll deductions for accuracy
  • Verify all vendor bills are accurate
  • Coordinate with medical and fringe benefit vendors and follow problems through to resolution
  • Assure all legally required employee notices and communications are delivered at hire, annually, and upon separation
  • Document and maintain administrative procedures for assigned benefits processes
  • Run client reports for audit purposes of benefits enrollments/terminations


  • Coordinate travel arrangements for interviewees and new hires traveling for orientation
  • Collaborate with key staff, managers, and executives to develop onboarding content and schedules for all new hires
  • Conduct onboarding sessions related to employee policies, procedures, benefits, and systems

Other Duties

  • Assist with office management functions such as ordering and receiving office supplies, marketing swag, snacks, etc.
  • Managing parking pass
  • Assist with event planning as requested (i.e. Team Week and Planning Week)


  • Associates degree (Bachelor's degree preferred) with 2-3 years of payroll and benefits experience or 5 years of payroll and benefits experience
  • Computer proficiency and technical aptitude with the ability to use various programs such as Microsoft Excel, Google Sheets, ADP Workforce
  • Ability to work Independently, as well as within a team
  • Excellent interpersonal and communications skills in both one-on-one and group settings
  • Success in managing multiple administrative responsibilities simultaneously
  • Proficiency in ADP Workforce Now is highly desirable
  • Proficiency utilizing an online benefit enrollment system (Employee Navigator highly desirable)
  • Knowledge of pertinent federal and state regulations affecting benefit programs Including ACA, ERISA, COBRA, FMLA, PFL, Medicare and Medicaid
  • CPP, HRCI, or SHRM-CP certification a plus

Salary and benefitsSpirit of America offers a competitive compensation and benefits package.  Salary range is $55,000-$70,000 based on experience.

Spirit of America

Spirit of America is a nonprofit citizen service organization founded in response to the attacks of 9/11. Our mission is to engage citizens in preserving the promise of a free and better life. We do this by working alongside troops and diplomats to help them save and improve lives, promoting values shared by Americans and our allies, strengthening relationships with allies, friends, and partners, and demonstrating that the United States is a friend to all who seek a better life. We are recognized by Congress and officially approved by the Department of Defense to work alongside deployed US troops and provide private assistance in support of their missions.

Spirit of America helps our troops and diplomats build trust and goodwill, prevent conflict, and strengthen America’s security. Our work saves and improves lives. In the world’s toughest places, people experience the best of who Americans are and what we stand for.

Spirit of America offers a competitive salary and compensation package. The position is located on-site in Arlington, Virginia. To work at Spirit of America, you must be vaccinated against COVID-19 or receive a medical or religious exemption.

Spirit of America is an equal opportunity employer. In accordance with applicable law, we prohibit discrimination against any applicant or employee based on any legally-recognized basis, including, but not limited to: veteran status, uniformed service member status, race, color, religion, sex, sexual orientation, gender identity, age (40 and over), pregnancy (including childbirth, lactation, and related medical conditions), national origin or ancestry, citizenship status, physical or mental disability, genetic information (including testing and characteristics) or any other consideration protected by federal, state or local law. Our commitment to equal opportunity employment applies to all persons involved in our operations and prohibits unlawful discrimination by any employee, including supervisors and co-workers.

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