HRIS and Benefits Specialist (ADP)

PIRC is seeking an experienced HRIS and Benefits Specialist to take ownership of day-to-day ADP administration and employee benefits operations for a growing workforce of approximately 45+ employees. Working closely with the Senior HR Manager, the specialist will maintain accurate employee data, administer benefits throughout the employee lifecycle, resolve employee and vendor issues, and establish reliable, documented processes.

This hands-on role requires the ability to manage recurring work independently, follow issues through resolution, and identify matters requiring HR leadership approval. The position will provide dedicated operational capacity as PIRC continues to grow.

Key responsibilities

ADP Administration:

• Serve as the primary day-to-day administrator for PIRC’s ADP environment, maintaining employee records, organizational information, approved compensation changes, status changes, onboarding and offboarding transactions, and applicable time-off settings.

• Administer approved workflows and role-based access; support employee self-service and troubleshoot system issues with ADP, documenting resolutions and escalating unresolved problems.

• Maintain and test benefits eligibility rules, plan setup, enrollment workflows, deduction codes, and carrier connections in partnership with ADP and benefit vendors; obtain approval before material configuration changes.

• Audit employee, enrollment, and deduction data; reconcile ADP with carrier and payroll records; produce headcount, benefits, and exception reports for HR and Finance.

Benefits Administration:

• Own administration of all PIRC-sponsored employee benefit programs, including medical, dental, vision, life and disability insurance, retirement, tax-advantaged accounts, and other programs as offered.

• Manage new-hire enrollments, qualifying life events, dependent changes, beneficiary updates, and coverage terminations; verify eligibility, documentation, effective dates, and timely processing across systems.

• Serve as employees’ first point of contact for benefits questions; explain plan information and enrollment procedures, coordinate coverage and claims issues with vendors, and track cases to resolution.

• Coordinate annual open enrollment from planning through reconciliation: maintain the calendar, prepare employee communications, test ADP setup and rates, coordinate vendor sessions, monitor elections, and confirm carrier enrollment and payroll deductions.

• Reconcile monthly carrier invoices and eligibility files, investigate discrepancies, obtain credits or corrections, and submit validated invoices to Finance for approval and payment.

• Coordinate retirement-plan eligibility and enrollment, contribution and loan data, and vendor reconciliations with Payroll and the recordkeeper; support required testing and reporting with the plan’s advisers.

• Administer the benefits aspects of employee leaves and separations, including coverage continuation, employee premium tracking, reinstatements, and timely COBRA notifications through the designated administrator.

• Maintain the benefits compliance calendar and required records; coordinate applicable notices, disclosures, census data, filings, and audit support with the broker, third-party administrators, HR, and counsel.

Operational ownership and controls:

• Manage routine broker, carrier, ADP, and administrator interactions; support renewals with accurate census data and implement approved plan changes.

• Document standard operating procedures, recurring deadlines, issue logs, and backup instructions. Protect confidential employee information through secure handling and access controls.

• Provide a concise weekly update on completed work, unresolved issues, upcoming deadlines, and decisions required from the Senior HR Manager.

Qualifications:

• At least five years of relevant HR operations, HRIS, or benefits administration experience, including direct ownership of employee benefits administration.

• Recent hands-on ADP Workforce Now administrator experience, including employee data maintenance, benefits setup, reporting, and troubleshooting; experience with PIRC’s specific ADP product is strongly preferred.

• Demonstrated experience managing open enrollment, carrier invoice reconciliation, benefits deductions, retirement-plan administration, and broker or vendor relationships.

• Working knowledge of applicable benefits requirements, including ERISA, COBRA, Section 125, ACA reporting, and Massachusetts leave-related benefits administration; ability to recognize when specialist guidance is needed.

• Strong Excel skills, including lookups, pivot tables, and reconciliations; sound judgment, discretion, clear employee communication, and reliable follow-through.

• Biotechnology, pharmaceutical, or life sciences experience and experience supporting a small, growing organization are preferred. Relevant degree or equivalent experience required; CEBS, SHRM, or HRCI certification is a plus.