Benefits & Payroll Coordinator

Benefits & Payroll Coordinator

Purpose

The Benefits & Payroll Coordinator provides administrative and clerical support for the Hospital's payroll, benefits, and related employee records functions. Working under the direction of the Executive Director of Human Resources, this position is responsible for the day-to-day processing, maintenance, reconciliation, and recordkeeping activities necessary to support accurate payroll administration and employee benefit programs.

The Benefits & Payroll Coordinator serves as the primary coordinator for routine payroll and benefits transactions while referring complex policy interpretations, employee relations concerns, compensation decisions, benefit plan changes, regulatory matters, and exception requests to the Executive Director of Human Resources and/or Manager, Accounting & Reporting.

This position utilizes Paylocity as the primary Human Resources Information System (HRIS) and payroll platform and is expected to maintain accurate employee data, provide excellent customer service, and ensure timely completion of recurring payroll and benefits administration tasks for approximately 170 employees within a Critical Access Hospital environment.

Essential Job Functions

Payroll Administration Support

• Prepare and process payroll information in Paylocity for review and approval by leadership.
• Enter and maintain payroll-related employee data including new hires, terminations, transfers, wage adjustments, and status changes.
• Review timesheets for completeness and follow up with department managers regarding missing or inaccurate information.
• Process approved payroll transactions including shift differentials, call pay, overtime, PTO, holiday pay, and other earnings codes.
• Maintain payroll deduction records for benefits, garnishments, taxes, and voluntary deductions.
• Assist with payroll reconciliations and audit reports.
• Respond to routine employee payroll inquiries.
• Maintain payroll records and supporting documentation in accordance with hospital policies.
• Assist with year-end payroll activities and W-2 processing.
• Escalate unusual payroll situations, compliance concerns, or exceptions to appropriate leadership.

Benefits Administration Support

• Process employee benefit enrollments, changes, and terminations.
• Assist employees with enrollment forms, online benefit elections, and routine benefit questions.
• Maintain benefit eligibility and enrollment records.
• Coordinate life-event changes including marriage, divorce, birth, adoption, and loss of coverage.
• Process benefit deductions through payroll systems.
• Prepare benefit-related reports and documentation for leadership review.
• Reconcile monthly carrier invoices and identify discrepancies.
• Communicate with insurance carriers and vendors regarding routine administrative matters.
• Assist with annual open enrollment preparation and employee communications.
• Refer plan interpretation questions, benefit disputes, and complex benefits issues to the Executive Director of Human Resources.

HRIS and Record Management

• Maintain employee records within Paylocity.
• Audit employee data for accuracy and completeness.
• Generate standard payroll, benefits, and workforce reports.
• Prepare recurring reports for Human Resources, Finance, and leadership teams.
• Assist with internal and external audits by gathering documentation and records.
• Maintain confidential employee information in compliance with privacy requirements.

Administrative Support

• Assist with onboarding activities related to payroll and benefits enrollment.
• Prepare correspondence, forms, reports, and employee communications.
• Maintain departmental files and records.
• Support Human Resources and Finance initiatives as assigned.
• Provide professional customer service to employees and managers.

This list is not inclusive of all duties and responsibilities that may be assigned. They are only listed as typical. Any other duties and responsibilities assigned will be of a similar nature requiring the same relative skill and capabilities.

Responsibilities and Duties

• Performs clerical and administrative activities supporting payroll and benefits operations.
• Serves as the primary user of Paylocity for daily payroll and benefits transactions.
• Maintains payroll and benefits documentation.
• Ensures employee information is accurate and up to date.
• Assists in preparing reports required for audits, compliance reviews, budgeting, and organizational planning.
• Supports reconciliation activities between payroll, benefits, and accounting records.
• Monitors ongoing payroll and benefits processes for accuracy and completeness.
• Identifies discrepancies and brings them to the attention of management for resolution.
• Assists with implementation of approved process improvements and system changes.
• Performs other related duties as assigned.

Knowledge, Skills and Abilities - Competencies

Knowledge

• Basic understanding of payroll processing principles.
• Basic understanding of employee benefits administration.
• Knowledge of office administrative procedures.
• Familiarity with HRIS and payroll systems.
• Working knowledge of Microsoft Office applications.

Skills

• Strong data entry and recordkeeping skills.
• Intermediate Microsoft Excel skills.
• Ability to learn and effectively utilize Paylocity.
• Strong organizational and time management skills.
• Excellent customer service skills.
• Effective written and verbal communication skills.
• Ability to maintain confidentiality and professionalism.

Abilities

• Attention to Detail - Accurately processes payroll and benefits transactions with a high degree of accuracy.
• Confidentiality - Handles sensitive employee information appropriately and discreetly.
• Dependability - Meets deadlines and consistently produces reliable work.
• Customer Service Orientation - Provides timely and courteous assistance to employees and managers.
• Problem Identification - Recognizes discrepancies and seeks appropriate guidance for resolution.
• Teamwork - Works collaboratively with Human Resources, Finance, department leaders, and employees.
• Adaptability - Adjusts to changing priorities and organizational needs.

Supervisory Responsibility

Guidance: The job requires the provision of OCCASIONAL guidance and training to others. The job does not have formal or official supervisory responsibilities.

Materials Responsibility

Limited: Work requires limited responsibility for material resources. Examples of resources could include supplies, equipment, inventories, small budgets, and other similar material assets. The employee has a limited amount of control over these resources. The cost of errors is also limited in terms of damage, waste or financial loss. Problems associated with material resources are not complex. The volume of resources may vary, but the level of difficulty in dealing with these resources is uncomplicated.

Key Relationships

Co-workers/JCRHC Employees, General Public/Visitors/Volunteers, Vendors/Clients, Physicians/Medical Office Staff.

Interpersonal Skills

Interaction is with a variety of people. These may be fellow employees, customers, the public or others outside the organization. Communications are of limited difficulty. Interactions usually involve short, straightforward exchanges of information. The job requires a limited amount of interpersonal skills. Interactions are non-stressful encounters and dealing with uncomplicated problem situations.

Working Conditions:

There are little or no adverse environmental conditions to consider.

Possible Exposure to Blood Borne Pathogens

None

Service Excellence Expectations

• Adheres to the “Values and Behavior Statement” of Jackson County Regional Health Center.
• Adheres to HIPAA and maintains confidentiality as relates to all patient and medical information.
• Works in a safe manner at all times and adheres to our safety programs and service expectations.

Position Specifications 

Education: 2 year college program or equivalent experience. Field of Study: Business Administration, Accounting, Human Resources, or related field 

Special Training 

Experience in Benefits Administration & Payroll Administration in addition to maintaining confidential records and information. Proficiency with Microsoft Office products. Strong emphasis in Excel reporting and data management experience. Dependent Adult/Child Abuse Mandatory Reporter Training within 6 months of employment. 

Training Preferred 

Three (3) or more years of payroll, benefits, HR, or accounting support experience. Previous healthcare or hospital experience. Previous experience utilizing Paylocity. Experience working in a highly regulated environment. 

Licensure / Registration 

No professional certification is required, however the willingness to obtain SHRM-CP/PHR strongly encouraged. 

Experience

Minimum of two (2) years of administrative, payroll, accounting, benefits, human resources, or related office experience.