Payroll ​/ Benefits Coordinator

BASIC PERFORMANCE EXPECTATIONS

This job requires responsibility for maintaining the accuracy of the payroll database. The work

involves the input and retrieval of data into HRIS including computations, preparation of report

formats, assembling and summarizing data. Incumbents must create unique reports to provide

information used by internal and external sources.

Job duties include entering employment and benefit information, verifying payroll registers,

creating reports and verifying totals. Work includes reconciling accounts, processing tax returns,

etc. Work also includes postings to financial records and preparation of disbursements. This

position is required to maintain confidential files.

Work also involves typing, filing, answering telephones, and other clerical duties.

This job requires the ability to establish and maintain effective working relationships with

external sources, as well as staff and management.

Add new and delete terminated employees to HRIS database. Enter and maintain employee data

such as wages, dates, benefits plans, deductions, tax codes, addresses, coverage options,

dependent information, employer and employee costs, etc. Liaison to MESSA with employee

Write and edit Crystal reports and HRIS queries, both new and existing in response to requests

for information;

Verify payroll registers to ensure employment and benefit data is entered. Make adjustments to

correct problems and errors;

Responsible for COBRA Administration:

Maintain compliance with COBRA law relative to processing individual’s

applications and financial transactions

Maintain database to track legally required timelines for coverage

Send all legally required documents and correspondence

Create and adjust leave bank database and accrual rates. Create/update/process leave rollover

information;

Update and maintain employment/benefit/payroll/tax tables in HRIS;

Work with management to develop process and procedures regarding contract language for entire

organization;

Prepare employers statement for short and long-term Disability Income Benefit forms. Act as

liaison with MESSA Disability;

Enrollment and de-enrollment of active and retired employees into various employee benefit

group plans;

Reconcile and remit all fringe benefit payables to internal and external vendors on a timely basis,

including section 125 and 401(k) funds;

Assist with year-end audits and W-2 processing and final submission to IRS;

Responsible for compiling the information for, and preparing, the quarterly IRS Form 941. Also

responsible for the annual reconciliation of 941’s to W-2’s and subsequent amended filings as

needed;

General Ledger Reconciliation:
Monthly account reconciliation for all payroll related withholding accounts to ensure compliance with all respective taxing authorities and other authorities with compliance

requirements. Create required schedules for audit;

Apply terms of labor agreements and policies;

Process payroll and benefits change forms, input data into the system, compute proper pay,

verify registers and maintain deduction/benefit files;

Review weekly payrolls in comparison to prior pay information to ensure net to net is

reasonable. Research anomalies;

Responsible for quarterly payments to retirees who receive cash in lieu of medical coverage;

Responsible for verification of all insurance related billings, such as health, dental, etc. to ensure

proper billing and payment;

Respond to requests for information regarding employment and insurance verification and

benefit plan coverage. Prepare appropriate documentation, and distribute legal filings to the IRS

and internal sources;

Create, update and maintain payroll and benefit related spreadsheets. Perform calculations and

balance transactions;

Provide assistance to the department by receiving telephone calls, visitors, and mail; copying and

distributing materials; maintaining files and reports; and typing and filing as needed;

Work in collaboration with Staff Retirement Administration Office to ensure retirees are

managed correctly for employee status and benefit placement;

Create positions, reorganize/update position management within system to ensure appropriate

distribution of employees to…