Interstate Waste Services is the most progressive and innovative provider of solid waste and recycling services in the country! We primarily service Northern New Jersey, Southern New York State, New York City, Connecticut, with a state-of-the-art rail served landfill located in Ohio. We cater to a diverse range of residential, industrial and commercial customers. Our mission has always been to provide our customers with the highest quality waste, recycling and environmental services, while keeping focus on employees, customer and environmental safety. 

What makes our company culture unique is we have mastered the ability to balance the standards of a large corporate company while maintaining our small business family style culture. 

The HR/Payroll Reconciliation Specialist is responsible for the accurate administration of the company’s retirement plan contributions and union benefits billing.  This role ensures timely processing of 401(k) plan contributions, plan changes, and loan repayments while managing union benefit invoices, reconciliations, and reporting.  The specialist serves as a liaison between Payroll, Finance, union representatives and external vendors (where applicable) to support benefit operations and employee inquiries.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  Other duties may be assigned. 

Union Billing & Reconciliation:

• Administer union benefit programs including health, retirement, pension, annuity, and other negotiated benefits.
• Reconcile union invoices with employee rosters to ensure accurate billing and payroll deductions.
• Set up and validate deductions for dues, initiation fees, welfare, and other contributions based on eligibility and waiting periods.
• Maintain accurate records of union elections, contributions, and membership data.
• Monitor and communicate new hires, changes, and terminations to ensure timely updates in union billing cycles.
• Collaborate with union representatives and Business Agents to resolve discrepancies and ensure compliance with CBAs.

401(k) Administration & Reconciliation

• Administer 401(k) retirement plans including enrollments, contributions, distributions, and compliance with IRS regulations.
• Maintain accurate records of all 401(k) transactions and investment activities.
• Collaborate with vendors and recordkeepers to ensure smooth plan operations.
• Support employee inquiries regarding plan eligibility, loans, rollovers, and distributions.
• Support employees with 401(k) inquiries and facilitate educational workshops.
• Assist in annual 401(k) testing and ensure timely resolution of any compliance issues.

Compliance & Additional Support

• Prepare and maintain detailed records for internal and external audits related to union benefits and 401(k) plans.
• Monitor regulatory changes and ensure compliance with federal, state, and union-specific requirements.
• Draft mapping files and vouchers for Accounts Payable processing.
• Maintain and update SOPs and manual tracking systems.

• Coordinate with Payroll, HR, and Benefits teams to ensure accurate deductions and enrollments.
• Participate in projects to enhance reconciliation workflows and reporting accuracy.

• Bachelor’s degree in Finance, Accounting, Business Administration, or related field (preferred).
• 3+ years of experience in payroll, HR operations, or unionized workforce environments.
• Strong understanding of collective bargaining agreements, retirement plan regulations, and benefits compliance.
• Proficiency in Microsoft Excel, Outlook, PowerPoint, and HRIS/payroll systems (Dayforce/Ceridian preferred).
• Excellent attention to detail, analytical thinking, and problem-solving skills.
• Ability to manage multiple priorities and make independent decisions.
• High level of integrity and discretion when handling sensitive financial and personnel information

This job description is intended to be an accurate representation of the general functions of the job, rather than exhaustive list of duties, responsibilities, or experience. Other duties may be assigned, requested, or required. Aspects of the job may be altered without notice.

Interstate Waste Services 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.