Payroll Coordinator

Job Title: Payroll Coordinator

Department: Payroll

Reports To: Payroll Manager

FLSA Status: Exempt

Grade: E

Summary

The Payroll Coordinator is responsible for supporting all aspects of payroll administration for approximately 400 employees, including full-time, part-time, seasonal, and union employees. The position ensures accurate and timely payroll processing, employee record maintenance, payroll compliance, benefit and deduction administration, retirement reporting, and reconciliation activities. The Payroll Coordinator serves as a liaison between Payroll, Human Resources, Finance, and external service providers to ensure the integrity of employee and payroll-related data. The position also assists with employee expense reimbursement administration, financial reconciliations, payroll audits, year-end reporting, and special projects as assigned. This role requires exceptional attention to detail, confidentiality, customer service, and compliance with federal, state, local, and collective bargaining requirements.

Essential Duties & Responsibilities: The following statements are intended to describe the general nature and level of work being performed. They are not intended to be construed, as an exhaustive list of all responsibilities, duties and skills required of personnel so classified. This job description does not restrict management's right to assign or reassign duties and responsibilities to this job at any time for any reason

Payroll Administration

• Process and audit weekly payroll for approximately 400 employees, including full-time, part-time, seasonal, and union employees.
• Review and validate employee time records in ADP eTime Enterprise and Workforce Now to ensure accurate payroll processing.
• Research, analyze, and resolve payroll discrepancies related to earnings, deductions, leave accruals, taxes, benefits, and time reporting.
• Maintain payroll records in accordance with applicable federal, state, and organizational retention requirements.
• Administer garnishments, tax levies, child support orders, and other court-ordered deductions.
• Process employee status changes, including new hires, promotions, transfers, salary adjustments, leaves of absence, terminations, and retirements.
• Maintain and reconcile employee leave balances, including vacation, sick, personal, bereavement, and other leave categories.
• Prepare, review, and distribute payroll reports for management, Finance, Human Resources, collective bargaining units, retirement systems, and external agencies.
• Review, audit, and process employee travel and expense reimbursements through the Authority's expense management system.
• Ensure compliance with organizational policies, IRS regulations, and internal controls.
• Maintain expense reimbursement records and prepare related reports as required.
• Assist with year-end payroll activities, including W-2 processing, annual tax reconciliations, and payroll audits.
• Support payroll tax reporting and reconciliation activities and coordinate with ADP and external agencies as necessary.
• Participate in payroll system testing, upgrades, implementations, and process improvements.

Benefits, Retirement, and Reconciliations

• Reconcile employee benefit deductions, including health, dental, vision, flexible spending accounts, retirement plans, and other voluntary deductions.
• Prepare and submit retirement contribution reports to applicable pension and retirement agencies.
• Coordinate benefit and deduction changes between Human Resources, payroll systems, and service providers.
• Reconcile payroll-related liability accounts and benefit invoices in collaboration with Finance.

Human Resources and Employee Data Management

• Coordinate the flow of employee information between Human Resources, Payroll, and Finance.
• Maintain employee demographic, compensation, benefit, and tax information within payroll and HRIS systems.
• Review payroll-related reports and audit employee records to ensure data integrity and compliance.
• Provide responsive customer service to employees and managers regarding payroll, timekeeping, leave balances, and deductions.
• Assist with onboarding and offboarding processes that impact payroll and benefits administration.

Expense Reimbursement Administration

• Review, audit, and process employee travel and expense reimbursements through the Authority's expense management system.
• Ensure compliance with organizational policies, IRS regulations, and internal controls.
• Maintain expense reimbursement records and prepare related reports, as required.

Compliance and Internal Controls

• Ensure compliance with federal and Massachusetts wage and hour laws, payroll tax regulations, collective bargaining agreements, and organizational policies.
• Support internal and external audits by preparing schedules, reports, reconciliations, and supporting documentation.
• Identify opportunities to strengthen payroll controls, improve efficiency, and reduce operational risk.
• Assist in documenting payroll policies, procedures, workflows, and process improvements.
• Other duties as assigned.

SUPERVISION RECEIVED: Expected to work independently, with moderate day-to-day supervision. Goal setting, management oversight and performance evaluation will be provided by the Deputy Chief of Staff.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required:

· Knowledge of payroll law, wages and hour regulations, taxation and payroll best practices.

· Ability to maintain confidentiality.

· Possesses a strong work ethic and is a great team player.

· Proven ability to multi-task, prioritize and meet deadlines.

· Excellent problem solving /judgment skills and high level of attention to detail and accuracy.

· Excellent computer skills; Proficient with MS Excel and Word.

· Strong written and verbal communication skills.

· Strong customer service skills.

· The ability to practice patience, flexibility and felicity.

A reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION/EXPERIENCE:

B/S in Accounting with 3-5 years’ experience in payroll is preferred.

Working knowledge of ADP Human Resource Benefits, PayExpert, and Etime Enterprise preferred.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. A reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

WORK SCHEDULE: The work schedule for this position typically involves standard office hours, however the hours and days may fluctuate based upon the needs of the payroll department, which would require the ability to be flexible with the schedule including late nights, early mornings, long days, weekends and holidays.

DRESS CODE: In order to project dignity and decorum expected by the public, appropriate dress and good grooming are expected of all employees.

Salary range: 67,000 - 85,000.