Payroll and Benefits Coordinator

This role will initially be hired through a staffing partner with the opportunity to transition to a full-time, permanent position based on performance and business needs.

The Payroll and Benefits Coordinator is responsible for managing and processing payroll, handling employee benefits enrollment and terminations, assisting with timesheet reviews, data entry, and addressing payroll and benefits inquiries from employees. This role plays a key part in improving employee satisfaction by ensuring timely and accurate payroll and benefits administration while supporting organizational compliance with federal, state, and local regulations.

DUTIES AND RESPONSIBILITIES

General

• Review and process employee timesheets, ensuring accuracy and completeness through a manual checks and balances process, addressing real time issues during the process. Running off-cycle checks when errors are found after payroll submission; completing a thorough investigation with corrective measures put in place to prevent future recurrences.
• Completing weekly payroll processing and submissions in Paylocity
• Administer benefits enrollment, terminations, and COBRA processes utilizing platforms such as Employee Navigator, Blue Cross, and Lincoln Financial.
• Respond to employee inquiries related to payroll, benefits, timecards, and deductions
• Conduct payroll and benefits orientation for new hires
• Administer garnishments and other deductions as needed, communicating changes to employees
• Track employee benefits, elections, and deductions, and reconcile payroll records with insurance invoices, utilizing vendor portals, Paylocity, Employee Navigator and in-house records. Manually update and maintain a spreadsheet to monitor missed checks and deductions, ensuring that appropriate catch-up payments are made for employees who are off duty for extended periods.
• Ensure timely payment of insurance premiums and 401k contributions
• Compile and maintain employee records, preparing reports for monthly and end-of-year processing
• Support compliance with federal, state, and local employment laws and regulations

Quality Assurance

• This role ensures data accuracy by utilizing a detailed checklist of items to review, verify and cross reference during the payroll process
• Constant collaboration with departments to ensure employees’ jobs locations and pay rates are accurate in conjunction with employee tax withholdings, accounting allocations and workers’ compensation premiums
• Quarterly audits of employee rates, taxes, job locations and deductions
• Prepare reports for annual audits for Worker’s Compensation and 401k Contributions

QUALIFICATIONS

• Minimum of two years of experience in payroll and benefits administration or a similar HR role
• Strong proficiency in payroll systems and benefits software (e.g., Paylocity)
• Knowledge of payroll regulations, wage withholding orders, and COBRA requirements
• Excellent attention to detail and accuracy in data entry and record-keeping
• Strong interpersonal and communication skills to address employee questions and issues
• Ability to handle sensitive information with confidentiality and professionalism
• Excellent organizational skills, with the ability to multitask and prioritize in a fast-paced environment
• Basic understanding of federal, state, and local employment laws
• Proficiency in Microsoft Office Suite, particularly Excel for reporting

WORKING CONDITIONS

• Full-time position located in the XstremeMD main office.
• This position requires the employee to work no less than 8 hours/day; arriving by 8:00 am, Monday - Friday
• This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, and photocopiers.