Payroll and Benefits Specialist | Village of Hinsdale

Open due to an upcoming retirement!

POSITION:                                                Payroll and Benefits Specialist

DATE:                                                        February 4, 2026

DEPARTMENT:                                         Finance

REPORTS TO:                                          Chief Financial Officer

PAY GRADE (POSITION RANGE):          M104, $62,083.36 - $90,267.99 (effective 5/1/25 – 4/30/26)

FLSA STATUS:                                            Exempt; confidential employee

Starting salary:                                           Dependent upon experience and                                                                                             qualifications  within the range noted above.

Position Purpose

Administers comprehensive payroll and benefit programs for the Village.

Supervision Exercised

None.

Job Duties

Essential Functions:

• Administers the Village’s bi-weekly payroll utilizing the Tyler Enterprise ERP system (MUNIS), including the employees of the Hinsdale Public Library. Updates and audits pay rates and deductions within the system and ensures accurate withholdings/deductions. Updates and maintains employee data in payroll system in accordance with annual tax and insurance changes, voluntary employee deductions, and statutory pension contributions. Recommends changes to payroll processing to enhance efficiencies.
• Calculates and processes all wage adjustments, including retro-active pay and other change of status information. Prepares and maintains position classification and pay plan.  Must be able to interpret and understand collective bargaining agreements. Updates spreadsheets and databases as appropriate.
• Completes post payroll processing including employment tax reporting and payment to vendors (such as retirement plans) and other benefit program funding.
• Completes the timely monthly audit of the Village’s invoice for the medical, dental, vision and life insurance programs through our cooperative, the Intergovernmental Personnel Benefit Cooperative (IPBC). Investigates and resolves any discrepancy, and reconciles the invoice to the general ledger.
• Reconciles other employee withholdings to the general ledger.
• Reconciles all paid and unpaid time off for employees per Village policy to the payroll system and employee timesheets. Liaison to the Illinois Municipal Retirement Fund (IMRF) with regard to pension benefits administration. Processes monthly IMRF reports. The Chief Financial Officer acts as the Village’s IMRF authorized agent.
• Prepares and submits annual and quarterly tax information, such as 941s and W-2s. Investigates and resolves any discrepancies with the IRS or Illinois Department of Revenue.
• Coordinates payment of insurance premiums by retirees by working with the post-employment health plan (PEHP) provider and pension systems administrators.
• Responds to inquiries from employees and retirees regarding HR policies, procedures and benefit programs.
• Completes verification of employment requests in a timely manner.
• Conducts payroll and benefit related orientation and onboarding of new employees. Must be able to interpret and understand insurance plan(s) Summary Plan Descriptions, deferred compensation plan and Post Employment Healthcare Plan (PEHP) documents and related benefit documents.
• Manages the human resource benefits system, PlanSource. Ensures that system records are accurately recorded and cross-checked. Enters new hire information or other changes to employee benefits.
• Manages annual open enrollment for medical, dental, vision, life, flex spending and other employee benefits.
• Serves as the Village’s Alternate Delegate to the IPBC regarding the Village’s health and medical insurance benefits. (Director of Human Resources is the Primary Delegate).
• Manages the FMLA and COBRA program administration and relationship with partner vendors.
• Manages unemployment claims administration and relationship with partner vendor; investigates and resolves any issues with Illinois Department of Employment Security (IDES).
• Serves as the primary contact for the Village’s occupational health provider and manages the quarterly random drug and alcohol testing program. 
• Manages the relationship with the EAP provider and administers the EAP, including monthly employee communication regarding the benefits of EAP services.
• Ensures that human resource files and records are maintained in accordance with legal requirements and Village policies and procedures.
• Completes monthly and year-end personnel related reports.
• Generates annual payroll reports and assists with preparation of schedules as required for the annual Village financial audit.
• Responds accurately and timely to requests for information, including FOIA requests.
• In partnership with the Human Resources Director, identifies state and federal legal requirements and government reporting regulations affecting HR functions and ensures policies, procedures and reporting are compliant with, including but not limited to, the Affordable Healthcare Act, OSHA and EEO.
• Maintains annual payroll and holiday calendar.
• Maintains and manages applicable clerical work as assigned, including filing.
• Operates all tools and equipment needed to perform job duties while adhering to all safety rules and practices. 

Marginal Functions

• Assists with other Finance/Human Resource Department special projects.
• Updates the Village employee intranet.
• Other duties as assigned.

Environmental Factors

The work environment generally includes an office setting.  The noise level is usually quiet.

Physical Requirements

Regularly required to sit; use hands to touch, handle, or feel; reach with hands and arms and talk and hear.  Occasionally required to stand; walk and stoop, kneel, crouch or crawl.  May lift and/or move up to 20 pounds. The position requires prolonged periods of concentration. Specific vision abilities required by this position include close vision and ability to adjust focus.

Safety Functions

• Becomes familiar with and observes all applicable safety and security policies/procedures.
• Immediately reports all unsafe conditions and acts to supervisor.
• Reports all accidents to supervisor immediately.
• Recommends improvements to safety and security practices.
• Obeys and adheres to all safety rules and work practices.
• Complete all accident and worker’s compensation forms as required.

Knowledge, Skills and Abilities

Individual must have knowledge and deep understanding of payroll, benefits and human resource reporting and recordkeeping functions including applicable federal, state and local employment-related laws and regulations and fundamental principles and practices of public personnel.

Individual must have demonstrated ability to administer a payroll program for an entire organization.

Ability to maintain confidentiality and exercise discretion over the sharing of employee payroll or personal information. Ability to maintain mental focus in a fast-paced multi-tasking environment and to work over scheduled hours per week, as needed.  Must be a self-starter with the ability to exercise independent judgment and manage one’s time in an effective manner.

The individual must be able to communicate clearly and concisely, both orally and in writing, and establish and maintain effective relationships with fellow employees, other departments, management staff and the general public.

Position Requirements

• A Bachelor's degree in Accounting, Human Resources or related field is preferred.  Some college is acceptable depending on qualifications and related work experience.
• A minimum of three years progressively responsible payroll or human resources experience is required; municipal experience strongly preferred.  Experience managing a payroll function for an entire organization is required.
• Strong knowledge of Microsoft Office, including Word, Excel and PowerPoint.
• Previous experience with Human Resources Information System;
• Ability to use general office equipment.

Benefits

This position participates in the Illinois Municipal Retirement Fund (IMRF). Full benefits are included in this position, including medical, dental and life insurance.