Payroll HR Coordinator

POSITION SUMMARY: 

The Payroll & HR Coordinator is responsible for managing full-cycle weekly payroll operations and supporting core human resources functions, including benefits administration, compliance, employee relations, onboarding, and HRIS management. This role ensures strict compliance with federal, state, and local regulations while maintaining confidentiality and driving operational efficiency. 

ESSENTIAL DUTIES AND RESPONSIBILITIES: 

Payroll Administration 

• Process full-cycle weekly payroll using HRIS software, ensuring compliance with all federal, state, and local tax laws. 

• Audit, analyze, and verify payroll records for accuracy and regulatory compliance. 

• Review payroll transactions including terminations, reconciliations of settlements, tax filings, healthcare deductions, and 401(k) funding. 

• Enter annual and off-cycle pay changes as required. 

• Prepare final paychecks and termination paperwork within mandated timelines. 

• Lead year-end payroll activities, including accurate and timely distribution of W-2 forms. 

• Maintain payroll procedures, internal controls, and ensure ongoing legal compliance. 

• Research and resolve payroll-related inquiries from employees and managers. 

• Ensure timesheets comply with wage and hour laws. 

• Process expense reimbursements and per diem payments. 

• Maintain confidentiality and oversee secure payroll operations. 

Benefits Administration 

• Administer annual open enrollment, coordinating with brokers and preparing necessary documentation. 

• Enter and maintain benefit offerings, including medical, dental, vision, voluntary benefits, HSA/FSA plans, and age-banded rates within the HRIS system. 

• Ensure accurate transmission of benefits and 401(k) file feeds to carriers. 

• Reconcile insurance provider invoices (medical, dental, vision, disability) for accuracy. 

• Assist employees with benefits inquiries and enrollment processes. 

• Support ongoing administration of health, retirement, vacation, and paid sick leave programs. 

Compliance & Reporting 

• Maintain Form I-9 documentation to ensure workforce compliance. 

• Ensure proper classification of exempt and non-exempt employees. 

• Prepare monthly and annual workers’ compensation audit reports. 

• Ensure compliance with California Workplace Harassment Prevention Training and Diversity, Equity, and Inclusion training requirements. 

• Compile HR and payroll data reports for leadership, including the HR Director and Controller. 

HR Operations & Employee Relations 

• Serve as primary contact for employee relations matters involving payroll, benefits, timekeeping, and company policies. 

• Initiate and monitor background checks, pre-employment screenings, drug testing, motor vehicle reports, and commercial auto insurance verifications. 

• Maintain HRIS systems and ensure accurate employee data management. 

• Drive efficiency through process improvements and HRIS optimization. 

Recruitment & Onboarding 

• Assist with recruitment efforts for non-exempt positions. 

• Support development and implementation of company-wide onboarding programs. 

• Conduct new hire orientations and training on company policies. 

• Coordinate with management to ensure successful employee integration and retention. 

QUALIFICATION & REQUIREMENTS: 

• Bachelor’s degree in Human Resources, Business Administration, Accounting, or related field preferred; or a minimum of five (5) years of progressive experience in payroll and human resources administration. 

• PHR-CA certification strongly preferred. 

• Minimum five (5) years of experience processing full-cycle payroll. 

• Strong working knowledge of federal, state, and local payroll and employment laws, including California labor law. 

• Experience with HRIS platforms (e.g., Paylocity, Paycom or similar systems). 

• Advanced proficiency in Microsoft Excel, including formulas, pivot tables, data analysis, and reporting. 

• Strong analytical, organizational, and problem-solving skills. 

• Excellent communication and interpersonal skills. 

• High level of discretion and ability to manage confidential information. 

• Other duties as assigned.  

PHYSICAL DEMANDS: 

While performing the duties of this job, the employee is frequently required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; stoop; kneel; crouch and talk; or hear. Frequently use copier, scanner, fax machine, phone, and computer equipment. The employee is occasionally required to sit. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

WORK ENVIRONMENT: 

While performing the duties of this job, the employee is occasionally exposed to inside cold or heat weather conditions; The noise level in the work environment is usually moderate.  

Salary : $24 - $30