Payroll / Benefits Coordinator

Job Description

APPLICATION INCLUDES THE FOLLOWING TWO ITEMS SENT TO View email address on ziprecruiter.com :

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• Please email a resume or cv 
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• A completed and signed employment application, which can be found on the MEA website, -us/employment/.
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Minimum Hourly Rate: $22.95 (Per the ASO contract)

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BASIC PERFORMANCE EXPECTATIONS:

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This job requires responsibility for maintaining the accuracy of the payroll database. The work 

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involves the input and retrieval of data into HRIS including computations, preparation of report 

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formats, assembling and summarizing data. Incumbents must create unique reports to provide 

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information used by internal and external sources. 

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Job duties include entering employment and benefit information, verifying payroll registers, 

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creating reports and verifying totals. Work includes reconciling accounts, processing tax returns, 

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etc. Work also includes postings to financial records and preparation of disbursements. This 

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position is required to maintain confidential files. 

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Work also involves typing, filing, answering telephones, and other clerical duties. 

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This job requires the ability to establish and maintain effective working relationships with 

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external sources, as well as staff and management.

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ASSIGNED DUTIES:

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Add new and delete terminated employees to HRIS database. Enter and maintain employee data 

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such as wages, dates, benefits plans, deductions, tax codes, addresses, coverage options, 

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dependent information, employer and employee costs, etc. Liaison to MESSA with employee 

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benefit change information;

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Write and edit Crystal reports and HRIS queries, both new and existing in response to requests 

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for information;

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Verify payroll registers to ensure employment and benefit data is entered. Make adjustments to 

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correct problems and errors;

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Responsible for COBRA Administration:

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• Maintain compliance with COBRA law relative to processing individual’s 

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applications and financial transactions

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• Maintain database to track legally required timelines for coverage

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• Send all legally required documents and correspondence

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Create and adjust leave bank database and accrual rates. Create/update/process leave rollover 

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information;

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Update and maintain employment/benefit/payroll/tax tables in HRIS;

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Work with management to develop process and procedures regarding contract language for entire 

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organization;

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Prepare employers statement for short and long-term Disability Income Benefit forms. Act as 

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liaison with MESSA Disability;

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Enrollment and de-enrollment of active and retired employees into various employee benefit 

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group plans;

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Reconcile and remit all fringe benefit payables to internal and external vendors on a timely basis, 

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including section 125 and 401(k) funds;

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Assist with year-end audits and W-2 processing and final submission to IRS;

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Responsible for compiling the information for, and preparing, the quarterly IRS Form 941. Also 

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responsible for the annual reconciliation of 941’s to W-2’s and subsequent amended filings as 

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needed;

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General Ledger Reconciliation: Monthly account reconciliation for all payroll related withholding accounts to ensure compliance with all respective taxing authorities and other authorities with compliance 

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requirements. Create required schedules for audit;

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Apply terms of labor agreements and policies; 

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Process payroll and benefits change forms, input data into the system, compute proper pay, 

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verify registers and maintain deduction/benefit files;

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Review weekly payrolls in comparison to prior pay information to ensure net to net is 

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reasonable. Research anomalies;

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Responsible for quarterly payments to retirees who receive cash in lieu of medical coverage;

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Responsible for verification of all insurance related billings, such as health, dental, etc. to ensure 

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proper billing and payment;

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Respond to requests for information regarding employment and insurance verification and 

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benefit plan coverage. Prepare appropriate documentation, and distribute legal filings to the IRS 

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and internal sources;

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Create, update and maintain payroll and benefit related spreadsheets. Perform calculations and 

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balance transactions;

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Provide assistance to the department by receiving telephone calls, visitors, and mail; copying and 

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distributing materials; maintaining files and reports; and typing and filing as needed;

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Work in collaboration with Staff Retirement Administration Office to ensure retirees are 

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managed correctly for employee status and benefit placement;

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Create positions, reorganize/update position management within system to ensure appropriate 

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distribution of employees to managers for reporting, budget and financial purposes;

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Process garnishments and provide appropriate information to court/plaintiff/employee for initial 

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requests and final processing within defined legal guidelines;

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Provide changes of employment and personal information for all employees to appropriate areas 

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within the organization;

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Process insurance billings;

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Administer leave tracking and ensure accurate payroll records; 

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Maintain and track pay periods, hourly wages, salaries, overtime, leave time, paychecks, etc. 

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Other support responsibilities include:

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• 451/457 accounting for payouts

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• 401(k) changes, census, and discrimination testing

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• 415 testing

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• 5500’s for MEA, MESSA, MEA FS

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• New employee orientation

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• Imputed income year-end computations

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• W-2’s

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• Annual budget projections for MEA, MESSA, MEA FS

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• Open enrollment

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• Section 125 plan

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• RDS

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• 940

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• Medical rate database changes

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• MESC

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Provide assistance to outside auditors;

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Perform other job-related duties as assigned from time to time.

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MINIMUM REQUIREMENTS:

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Graduation from a standard high school or vocational school;

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Recent experience in human resources, benefits or related field;

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Experience and training which provide the following abilities, skills and knowledge:

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• knowledge of the principles and practices of double entry bookkeeping;

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• ability to operate a personal computer and common office equipment, including Word 

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and Excel;

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• ability to make moderately complex mathematical calculations accurately and rapidly;

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• knowledge and experience in Crystal report writing;

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• knowledge of the operation of computers and time tracking systems;

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• ability to communicate tactfully, courteously and effectively;

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• ability to assemble and organize data; and

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• knowledge of business English, spelling and punctuation.