Payroll & Benefits Coordinator

Job Description

Job Description

Payroll & Accounting Coordinator 

Position Summary

The Payroll & Benefits Coordinator is responsible for administering payroll, employee benefits, union payroll, payroll tax compliance, and related accounting functions. This position ensures accurate and timely payroll processing, maintains compliance with federal, state, local, and union regulations, and provides administrative support for Human Resources and Accounting.

Work Schedule

• Monday through Friday, 8:00 a.m. – 5:00 p.m.  
• Additional hours may be required during payroll processing, audits, year-end reporting, and open enrollment. 

Essential Duties & Responsibilities

Payroll Administration

• Process accurate and timely weekly, bi-weekly, and semi-monthly payrolls for hourly and salaried employees. 
• Maintain payroll records by entering new hires, wage changes, labor rate adjustments, payroll deductions, garnishments, child support orders, taxable fringe benefits, and employee timecard adjustments. 
• Maintain payroll tax information, including unemployment tax rates, and resolve payroll tax issues with federal and state agencies. 
• Ensure compliance with payroll laws, company policies, and applicable regulations. 

Benefits Administration

• Administer employee benefit programs, including medical, dental, vision, flexible spending accounts (FSA), and the 401(k) retirement plan. 
• Reconcile and process benefit invoices, FSA accounts, weekly 401(k) contribution uploads, and required annual filings, including Form 5500. 
• Assist with annual benefit plan audits and prepare required reports for auditors and plan administrators. 

Union & Compliance Administration

• Coordinate union enrollment, classifications, dues, labor rate updates, and compliance with collective bargaining agreements. 
• Prepare certified payroll reports and maintain required records for government reporting, including Bureau of Labor Statistics (BLS) reporting and Affirmative Action reporting. 
• Maintain employee licensing and certification records, including CDL and DOT documentation. 

Accounting & Administrative Support

• Reconcile specialized project billing and benefit-related invoices. 
• Coordinate monthly employee recognition programs, including birthdays and work anniversaries. 
• Distribute monthly safety communications to field employees. 
• Maintain accurate and confidential employee records. 
• Provide administrative support to the Human Resources and Accounting departments. 
• Perform other related duties as assigned. 

Qualifications

Required

• High school diploma or equivalent required; Associate's degree in Accounting, Business, Human Resources, or related field preferred. 
• Minimum of three (3) years of payroll and accounting experience. 
• Experience processing payroll in a multi-frequency environment. 
• Strong understanding of payroll taxes, benefits administration, payroll deductions, and reconciliations. 
• Proficiency in Microsoft Office, particularly Excel. 
• Ability to maintain strict confidentiality and exercise sound judgment when handling sensitive employee, payroll, benefits, and financial information. 
• Excellent organizational, analytical, and communication skills. 
• Ability to prioritize multiple deadlines while maintaining a high degree of accuracy.

Preferred

• Experience with ADP Workforce Now (WFN) preferred. 
• Experience with union payroll and certified payroll. 
• Knowledge of Form 5500 preparation and 401(k) administration. 

Physical Requirements

• Prolonged periods of sitting and computer work. 
• Occasionally lift up to 20 pounds. 

Work Environment

Office environment with frequent interaction with employees, management, benefit providers, union representatives, auditors, and government agencies.