Payroll Administrator at Civis Analytics

| Chicago
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What we do

Civis Analytics helps leading businesses, nonprofits, and government use data to identify, attract, and engage customers, constituents, and citizens. With a blend of proprietary data, technology and advisory services, and an interdisciplinary team of data scientists, developers, and survey science experts, Civis helps organizations stop guessing and start using statistical proof to guide decisions. Learn more about Civis at

What we are looking for

We are seeking a Payroll Administrator who will play an integral role on our Operations team. The Payroll Administrator manages and establishes an innovative pay process and benefits programs to benefit the company and our employees. A successful candidate demonstrates strong attention to detail, analytical skills, and the ability and willingness to align themselves to the business objectives of our company.

Civis is growing fast and this means you will have the opportunity to take ownership of one of our companies most important assets, our employees. The right person will be resourceful, possess top notch people skills and a knack for making data driven insights. If you think this sounds like a fun challenge, we’d love to talk to you!

Principal Duties and Tasks

  • Analyze trends, evaluate performance, and create solutions in order to review the relevancy and efficacy of current process, procedure and programs
  • Enroll employees with carriers and process life status changes through the HRIS system
  • Continuously innovate and optimize our payroll process and benefits programs
  • Interface and build strong business partnership with internal departments and senior management
  • Working with our vendors to take the lead on all implementations of file feeds and updates within the HRIS/Payroll system
  • Facilitate and manage cross-functional Operations projects


  • Accurately administer multi-state payroll process and benefits programs
  • Process garnishments and court ordered deductions in compliance with all federal, state and local laws
  • Ensure accurate and timely processing of new hires, transfers, promotions, terminations and other similar responsibilities
  • Serve as primary payroll contact within company and payroll provider
  • Ensure our payroll procedure and benefits program stay compliant with federal, state, and local municipality tax regulations and laws
  • Perform regular audits of payroll, tax and 401K data
  • Partner with HR to ensure accurate processing of benefits related deductions and similar payroll related HR transactions


  • Manage transactional aspects of HR such as benefit administration, legal/compliance documentation, maintenance of internal systems
  • Responds to 401(k) inquiries from managers and employees relating to enrollments, plan changes and contribution amounts
    • Manages the annual catch-up contribution enrollment
  • Creates and distributes all benefits enrollment materials - this includes working with design to create documents, creating internal communications and occasionally conducting employee onboarding
  • Responds to benefits inquiries from employees on plan provisions, benefits enrollments, status changes and other general inquiries within a 24 hour timeframe
  • Processes and administers all leave-of-absence requests and disability paperwork: medical, personal, disability and FMLA
    • Including talking with employees and their managers as needed
  • Effectively interprets FMLA and ADA implications as they relate to leaves of absences/disabilities
  • Provides quarterly reporting on time off, benefits enrollment and other requests
  • Is the point person for all benefits related compliance and reporting including but not limited to: 5500’s, 401(k) audit, OSHA posting
  • Manages the annual catch-up contribution enrollment
  • Promotes ancillary benefit programs to increase enrollment

Required Qualifications

  • Bachelor’s degree in Business Administration, Finance, Economics, Accounting, Human Resources or commensurate professional experience
  • Demonstrated attention to detail
  • Proficient in Excel or Google Sheets
  • Use automation to solve problems
  • Strong experience with state registrations, tax forms, unemployment insurance, COBRA and state tax distinctions required
  • High-functioning, working knowledge of relevant payroll related standards, codes, GAAP, regulations and other related requirements
  • Proven ability to function in a fast paced, innovative environment
  • Proficient written and oral communication skills
  • Ability to establish and sustain positive interpersonal relationships with employees and management
  • Ability to accurately and thoroughly document, record, and maintain information and data
  • Ability to handle confidential and sensitive information with integrity
  • Project and change management skills

Preferred Qualifications

  • 5+ years of end-to-end payroll administration, tax withholding compliance
  • Multi-state payroll for TX, CA, OH, FL, IL, DC, WA, NY, GA, WI, MD, VA

Who we are

At Civis, we have opportunities for applicants who are newcomers, seasoned professionals, and anywhere in between. Our teams are energized by complex challenges and value diversity of thought. Opportunities to stand out and inspire happen daily and we trust and encourage you to act on your ideas – no matter how big they are. We offer you the tools and community you need to do your best work. Each of us is committed to holding ourselves accountable for results, challenging the status quo and finding new ways to grow our company and each other.

Why Civis Analytics?

  • The opportunity to be part of a growing tech startup focused on continued learning, mentorship, and internal promotion
  • Competitive benefits including flexible PTO, 401K match with immediate vesting, as well as health, dental, and vision benefits
  • Downtown open office environment near great restaurants and all public transportation options

Civis embraces the individuality of our employees and we celebrate each other's differences. Our products, services, and culture benefit from and thrive on the unique perspectives brought by each person in our Civis community. We're proud to be an equal opportunity workplace, and we are committed to equal employment opportunity regardless of race, age, sex, color, ancestry, religion, national origin, sexual orientation, gender identity, citizenship, marital status, disability, or Veteran status. If you have a disability or special need that requires accommodation, please contact us [email protected]

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States.


EEO Supplement

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Technology we use

  • Engineering
    • PythonLanguages
    • RLanguages
    • RubyLanguages
    • ReactLibraries


As one of the popular hubs for tech startups, Chicago is the perfect backdrop for Civis's growing team.

An Insider's view of Civis Analytics

What's something quirky about your company?

One of my favorite parts about Civis is the culture of learning—talking about academic papers is encouraged as well as sharing weird facts about things people are interested in. I also love the people at Civis because they genuinely care about each other and also serving the wider world.


Software Engineer

What are Civis Analytics Perks + Benefits

Civis Analytics Benefits Overview

- The opportunity to be part of a growing tech startup focused on solving interesting and meaningful problems, invested in internal promotion, and committed to fostering a diverse, equal and inclusive workplace. 
- Competitive benefits, including unlimited PTO, 401K match with immediate vesting, health, dental, and vision benefits, paid parental leave, breastfeeding support including breastmilk shipping services for traveling moms, flexible work from home policy, commuter benefits, wellness initiatives including weekly group meditations, monthly on-site massage therapy, and pet insurance.
- Modern office, conveniently located in the Loop. Close to public transportation, great restaurants and beautiful city views.

Volunteer in local community
Partners with Nonprofits
Friends outside of work
Eat lunch together
Open door policy
Group brainstorming sessions
Open office floor plan
Dedicated Diversity/Inclusion Staff
Unconscious bias training
Health Insurance & Wellness Benefits
Flexible Spending Account (FSA)
Acme employees can contribute up to $2700 annually to their FSA.
Disability Insurance
Disability insurance covers 60% of annual salary up to $6000 monthly maximum payout.
Dental Benefits
Vision Benefits
Health Insurance Benefits
Life Insurance
Life insurance is equal to 50000 times an employee's annual salary.
Pet Insurance
Wellness Programs
Retirement & Stock Options Benefits
401(K) Matching
Acme Co. provides employees with a 401(k) matching plan managed by [provider]. We match 1% of contributions up to 100% of an employee's annual gross pay.
Child Care & Parental Leave Benefits
Generous Parental Leave
We provide up to 12 weeks of parental leave for the primary caretaker. Acme Co. also provides 8 weeks of leave for the secondary caretaker.
Flexible Work Schedule
Family Medical Leave
Employees who have been with the company for 12 months are eligible for 12 weeks of family medical leave.
Vacation & Time Off Benefits
Unlimited Vacation Policy
Paid Volunteer Time
Our employees receive 4 hours per year of paid volunteer time.
Paid Holidays
Paid Sick Days
Civis believes that if you are sick you should stay home. We have a flexible sick policy with no stated limits.
Perks & Discounts
Casual Dress
Commuter Benefits
Company Outings
Happy Hours
Professional Development Benefits
Job Training & Conferences
Acme Co. offers employees professional development opportunities like The ability to attend job related conferences and seminars.
Lunch and learns
Cross functional training encouraged
Promote from within

Additional Perks + Benefits

Parental Leave. Short & Long Term Disability + Life Insurance. Halloween Costume Contest, Monthly Birthday Celebrations, Happy Hours, & Other Fun Events!

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