Payroll & Benefits Coordinator

Job Details:
Level: Entry,

Job Location:

Gilman School - Baltimore, MD, Position Type:
Full Time, Education Level: 4 Year Degree, Salary Range: $32.00 - $34.00

Hourly,

Job Shift: Day, Job Category:
Education,

POSITION TITLE:

Payroll & Benefits Coordinator

The Payroll and Benefits Coordinator is responsible for the accurate and timely administration of payroll and employee benefits for faculty and staff. This position serves as a key resource for employees regarding payroll, benefits, and related policies and processes, and works closely with Human Resources, Accounting, school leadership, and external vendors.

The Coordinator maintains accurate employee and payroll records, administers benefit enrollments and changes, supports compliance with applicable laws and regulations, and ensures that payroll and benefits processes are handled accurately, efficiently, confidentially, and with a high level of customer service.

This position requires strong attention to detail, high levels of customer service, discretion in handling confidential information, excellent organizational and communication skills, and the ability to manage recurring deadlines while responding effectively to employee needs.

• Coordinate and administer the School's biweekly payroll process from beginning to end.
• Review and process payroll changes, including new hires, salary changes, stipends, bonuses, deductions, leave, terminations, and other compensation adjustments.
• Ensure accurate and timely entry of payroll and employee information into the School's payroll/HRIS system.
• Review timekeeping records and follow up on discrepancies, missing information, or approval issues.
• Calculate and process supplemental payments, stipends, reimbursements, and other payroll-related payments as appropriate.
• Administer employee deductions, including benefits, retirement contributions, garnishments, and other authorized deductions.
• Reconcile payroll-related reports and deductions, and work with the Accounting Department to resolve discrepancies.
• Respond to employee questions regarding pay, deductions, tax with holdings, direct deposit, and payroll records.
• Maintain accurate and confidential payroll records for insurance coverage, retirement plans, and personnel transactions, such as hires, promotions, performance reviews, and terminations, in accordance with School policies and applicable legal requirements.
• Coordinate year-end payroll activities, including W-2 preparation and distribution, and other required reporting.
• Work with payroll providers and other vendors to resolve payroll issues and ensure accurate processing.
• Submit payroll invoices for payment.
• Prepare the biweekly contribution report for the defined contribution plan and transmit it to the retirement plan vendor as scheduled.

• Administer the School's employee benefit programs, including medical, dental, vision, life, accidental death & dismemberment, critical illness & accident insurance, disability, flexible spending accounts, health savings accounts, retirement plans, and other employee benefits.
• Coordinate benefits enrollment for new hires and eligible employees.
• Process qualifying life event changes, benefit terminations, and other enrollment updates.
• Monitor benefit eligibility and ensure employee records accurately reflect benefit elections and status.
• Serve as a primary point of contact for employees regarding benefits questions and assist employees in understanding available options and processes.
• Work with insurance carriers, third-party administrators, brokers, and other vendors to resolve enrollment, billing, claims, and eligibility issues.
• Review benefit invoices and reports for accuracy and coordinate corrections as necessary.
• Submit benefit invoices for payment.
• Support the administration of retirement plan enrollment, employee contributions, and related processes.
• Maintain accurate benefits records and documentation.

• Maintain confidential and accurate personnel, payroll, and benefits records.
• Support compliance with applicable federal and state employment, payroll, and benefits requirements.
• Assist with required payroll and benefits reporting and audits.
• Maintain required documentation related to employee eligibility, benefit elections,…