Payroll Coordinator

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Salary Range: $67,000.00 To $85,000.00 Annually

Job Title: Payroll Coordinator

Department: Payroll

Reports To: Payroll Manager

FLSA Status:Non-exempt

Grade:E

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

• 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…