Payroll Coordinator

Title of Job:     Payroll Coordinator                         

Status/FLSA Status:     Full-time Exempt

Reports to:      Chief Financial Officer    

Location:     Mason District Hospital, Havana IL                 

Date:     November 2025                

Primary Function: The Payroll Coordinator supports Mason District Hospital’s financial operations by ensuring accuracy, compliance, and efficiency in all payroll and related financial processes. This position administers biweekly payroll, serves as the IMRF Authorized Agent and ADP payroll expert, and manages the financial administration of hospital grant programs. The role also assists with the general ledger for payroll mapping, uploads and maintenance.  The candidate will perform account reconciliations, support month-end close, prepare statistics and reports for audit preparation, and assist with cost reporting activities.

Responsibilities:

1. Oversee and process biweekly payroll in accordance with federal, state, and organizational policies. 
2. Serves as IMRF Authorized Agent.  Handles the day-to-day administration of IMRF functions including enrolling and terminating employees, submitting monthly wage reports and adjustments, voluntary additional contributions (VAC), and disability and return to work events. Monitors return to work annuitant hours for compliance.  
3. Reconcile payroll-related general ledger accounts on a monthly basis.
4. Manage year-end payroll processes, including reconciliation of earnings and deductions, verification of tax withholdings, and coordination of accurate and timely distribution of W-2 forms and other required reports.  Ensures accuracy of year-end data in coordination with ADP and the Business Office, including W-2 adjustments and government mandates.
5. Verify and reconcile all benefit and payroll deductions against vendor billing statements to ensure accuracy and timely payment.
6. Assist with month-end journal entries and year-end closing, including mapping and/or automation of ADP payroll entries to our EHR system.
7. Support external audits, cost report preparation and provide required documentation for payroll and grants, including quarterly ED physician time studies.  
8. Collaborate with the HR department to ensure payroll compliance.
9. Identify and recommend process improvements for payroll and grant management systems.
10. Serves as back-up to the Accountant/Accounting Supervisor and payroll clerk.  
11. May provide supervision, task delegation, and performance evaluation for the payroll clerk.  
12. Administer hospital grants, including budgeting, expenditure tracking, and reporting.
13. Foster a professional and confidential relationship with staff, encouraging open communication, trust, and a high standard of professionalism within the department and hospital.
14. Performs other related duties as assigned to meet the needs of the organization.  

Qualifications:

1. Bachelor’s degree in accounting, finance, business administration, or a related field is required.
2. Minimum of 3 years of payroll or accounting experience, preferably in healthcare or the public sector.
3. Experience with ADP Workforce Now or similar payroll software strongly preferred.
4. Working knowledge of Illinois and federal payroll laws, including those governed by the Illinois Department of Labor, Department of Revenue, Department of Employment Security, and the Illinois Municipal Retirement Fund (IMRF). 
5. Knowledge of IMRF or similar retirement system rules and reporting.
6. Familiarity with grant management and reporting requirements.
7. Experience in supervisory role preferred.  
8. Strong analytical and problem-solving skills.
9. High proficiency in Microsoft Excel.
10. Excellent organizational and time management skills.
11. Strong communication and interpersonal abilities.
12. Ability to manage multiple priorities and meet deadlines.

Physical Demands/Work Environment: 

1. Work is primarily performed in a standard office environment with frequent use of a computer and other office equipment. 

1. Prolonged periods of sitting are required, with occasional walking, standing, bending, or reaching. 

1. Must be able to lift and carry files, reports, or office supplies weighing up to 25 pounds. 

1. Manual dexterity is required for frequent use of a keyboard, calculator, and other standard office tools. 

1. Visual acuity is necessary for reading printed materials and computer screens. 

1. The position requires the ability to communicate effectively in person, by phone, and via electronic means. 

1. Occasional extended hours may be necessary during month-end, year-end, audit periods, or to meet critical deadlines.