HR & Payroll Coordinator

HR & PAYROLL COORDINATOR

The HR & Payroll Coordinator is responsible for the accurate, timely, and confidential administration of payroll for Villa Roma Resort & Conference Center and provides day-to-day support for core Human Resources functions. Payroll processing is the primary responsibility of this position. The Coordinator also supports employee onboarding, benefits enrollments and changes, HR records, and employee inquiries while working closely with the HR Director and the Training & Recruitment Coordinator to provide a coordinated employee experience.

Required ADP expertise:
Formal ADP training and current, hands-on proficiency with ADP Workforce Now are mandatory. The successful candidate must be able to independently process payroll in ADP; this is not an entry-level ADP training role.

Department:
Human Resources

Employment Type:

Full-Time, 40hrs week Employment Classification:
Hourly, Non-Exempt

Reports To:

HR Assistant Director

Location:

On-site at Villa Roma Resort & Conference Center, Callicoon, New York

Schedule:

Flexible schedule required based on payroll deadlines and resort operations;
Compensation: $20.00-$25.00 per hour, depending on relevant experience, demonstrated ADP proficiency, and other lawful factors; overtime paid in accordance with applicable law

• Process accurate and timely payroll from start to finish in ADP Workforce Now for a multi-department resort workforce.
• Review timekeeping records and work with department managers to resolve missing punches, coding errors, unapproved time, scheduling discrepancies, and other exceptions before payroll is finalized.
• Enter and audit authorized pay-rate changes, new-hire information, terminations, transfers, deductions, direct-deposit elections, tax-withholding elections, garnishments, reimbursements, bonuses, commissions, tips, service charges, and other applicable pay components.
• Run and review pre-processing registers, exception reports, payroll summaries, and post-payroll reports; reconcile totals and correct discrepancies promptly.
• Confirm that payroll changes are supported by complete, approved documentation and maintain an organized audit trail.
• Respond to employee payroll questions professionally and promptly, research discrepancies, and escalate complex or compliance-sensitive matters to the HR Director.
• Coordinate with Finance and department leaders on payroll reporting, reconciliations, labor allocations, and authorized corrections.
• Support quarter-end and year-end payroll activities, including employee data reviews, W-2 preparation support, audits, and requests from payroll vendors or governmental agencies, as directed.
• Maintain current knowledge of applicable federal, New York State, and local payroll and wage-and-hour requirements; identify and promptly escalate potential compliance concerns.
• Protect payroll credentials and employee information and maintain strict confidentiality at all times.

• Create and maintain accurate employee profiles in ADP and other authorized systems, including job, department, supervisor, status, compensation, tax, and contact information.
• Coordinate administrative onboarding for new employees, including collection and review of required employment forms, timely Form I-9 completion support, tax forms, direct-deposit information, policy acknowledgments, and system access requests.
• Partner with the Training & Recruitment Coordinator to ensure that new hires move smoothly from recruiting through onboarding, orientation, required training, and department placement.
• Assist eligible employees with benefit enrollments, qualifying-life-event changes, beneficiary updates, and benefits-related documentation; coordinate with carriers, brokers, and vendors as authorized.
• Process authorized employee-status changes and offboarding transactions and ensure that related records and notifications are completed accurately and timely.
• Maintain personnel and payroll files in accordance with company recordkeeping standards and applicable retention and confidentiality requirements.
• Prepare routine HR and payroll reports, employee lists, audit materials, and data requested by the HR Director.

• Work closely with the HR Director and the Training & Recruitment Coordinator to align recruiting, onboarding, training, payroll, benefits, and employee-data workflows.
• Provide responsive, respectful first-line assistance to employees and managers on routine payroll, onboarding, benefits, and HR-process questions, referring policy, legal, employee-relations, or sensitive matters to the HR Director.
• Communicate deadlines, missing information, and required approvals clearly to department leaders and follow through to completion.
• Assist with HR projects, employee communications, audits, orientations, open enrollment, and other departmental…