Title: Payroll, Benefits, and Leave of Absence Specialist 

Reports to: HR Director

Position Type: Full-time, Salary, Onsite Role

About Baldwin Supply:

Baldwin Supply Company has worked alongside American manufacturing since 1920, offering the stability of a century-old company with a modern, problem-solving mindset. Our team supports a wide range of industries, from food and agriculture to packaging, mining, and infrastructure, so no two days look the same. We’re known for our strong culture, long-tenured employees, and competitive benefits. At Baldwin, you’ll do meaningful work, build lasting relationships, and be part of a company built to last.

Job Summary:

The Payroll, Benefits & Leave of Absence Specialist is responsible for the accurate and timely administration of multi-state payroll, employee benefits programs, and leave of absence processes. This position oversees bi-weekly payroll processing for all employees, monthly commission payroll administration, benefits enrollment and auditing activities, and compliance with federal and state leave regulations, including the Family and Medical Leave Act (FMLA) and Minnesota Paid Leave (MNPL). The role serves as a key resource for employees and managers regarding payroll, benefits, and leave-related questions while ensuring compliance with applicable laws, policies, and procedures.

Job Responsibilities:

Payroll Administration

• Process and administer accurate bi-weekly payroll for all employees.
• Process monthly commission payroll payments on the 20th of each month.
• Review payroll data for accuracy, including earnings, deductions, benefits, bonuses, commissions, and tax withholdings.
• Audit payroll records and resolve discrepancies in a timely manner.
• Coordinate payroll-related activities with Finance and third-party payroll providers.
• Maintain payroll records and ensure compliance with federal, state, and local regulations.
• Prepare payroll reports and respond to payroll-related inquiries from employees and management.
• Assist with year-end payroll activities, including W-2 preparation and payroll reconciliations.

Benefits Administration

• Administer employee benefits programs including medical, dental, vision, life insurance, disability, retirement plans, and employee assistance programs.
• Coordinate new hire enrollments, qualifying life event changes, and annual open enrollment activities.
• Conduct regular benefits audits to ensure data integrity and accurate payroll deductions.
• Reconcile benefit invoices and work with vendors to resolve discrepancies.
• Evaluate benefit plans and provide recommendations to improve employee experience, utilization, and cost effectiveness.
• Partner with benefit brokers and vendors regarding plan administration and employee education.
• Serve as the primary point of contact for employee benefit questions and issue resolution.

Leave of Absence Administration

• Manage all leave of absence programs, including FMLA, Minnesota Paid Leave (MNPL), ADA accommodations, personal leave, military leave, and other statutory leaves.
• Coordinate leave requests from initial intake through return-to-work.
• Provide employees with required notices, forms, and documentation.
• Track leave usage and maintain accurate records in accordance with legal requirements.
• Communicate with managers regarding leave status, return-to-work planning, and compliance obligations.
• Coordinate with third-party administrators, insurance carriers, and employees throughout the leave process.
• Maintain confidentiality of medical and personal employee information.

Compliance & HR Support

• Ensure compliance with federal, state, and local employment laws related to payroll, benefits, and leave administration.
• Assist with audits, reporting requirements, and regulatory filings.
• Develop and maintain payroll, benefits, and leave-related procedures and documentation.
• Support HR projects and initiatives as assigned.
• Maintain employment records and HRIS data with a high level of accuracy and confidentiality.

Qualifications

Education and Experience:

• Associate's degree in Human Resources, Business Administration, Accounting, or related field required; Bachelor's degree preferred. 
•   Minimum of 3-5 years of experience in payroll, benefits administration, and leave management. 
•   Experience processing multi-state payroll preferred. 
•   Experience administering FMLA, ADA, and state leave programs required. 
•   Experience with HRIS and payroll systems required. 
•   Manufacturing, distribution, or industrial industry experience preferred.

Required Skills/Abilities:

• Strong knowledge of payroll practices, tax regulations, and wage and hour laws. 
•   Working knowledge of employee benefits administration and leave regulations. 
•   Knowledge of FMLA, ADA, COBRA, HIPAA, and Minnesota Paid Leave requirements. 
•   Excellent organizational skills and attention to detail. 
•   Strong analytical and auditing capabilities. 
•   Ability to manage multiple priorities and meet strict deadlines. 
•   High level of professionalism and confidentiality. 
•   Strong communication and customer service skills. 
• Advanced Microsoft Office skills, particularly Excel. 
•  Ability to work independently and collaboratively across departments.

Physical Requirements / Work Conditions:

• Prolonged periods of sitting and working at a computer.
• Ability to communicate effectively in person, over the phone, and through electronic communication.
• Ability to occasionally lift up to 15 pounds.
• Work is primarily performed in an office environment.

Baldwin Supply Benefits, Culture and Work Environment:

At Baldwin Supply, we prioritize our employees' well-being by providing comprehensive benefits including comprehensive health insurance, a generous retirement savings plan, flexible work arrangements, generous paid time off, and ongoing professional development opportunities, ensuring a fulfilling and balanced work life.

Fulltime Employees are provided:

• 401(k)
• Dental insurance
• Health insurance
• Vision insurance
• Paid Holidays 
• Paid Vacation Days
• Short Term Disability
• Long Term Disability
• Life Insurance
• Employee Assistance Programs

Affirmative Action / EEO Statement:

Baldwin Supply provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.