Payroll and Benefits Coordinator

Position Summary The Payroll & Benefits Coordinator is a newly expanded, full-time position created by combining and growing the current part-time Human Resources Assistant role. Working under the general direction of the Director of Human Resources, this position serves as the primary payroll administrator and day-to-day HR support specialist for both the Town of Sutton and Sutton Public Schools. The position consolidates payroll processing and related administrative functions that are currently divided between the Human Resources Director (Town payroll) and the School Business Office (School payroll). This is a shared position funded jointly by the Town and School Department budgets, reflecting the integrated nature of payroll, benefits, and personnel administration across both organizations. Essential Duties and Responsibilities Payroll Administration

• Process weekly and bi-weekly payroll for all Town and School Department employees, including regular hours,

overtime, stipends, longevity, differentials, and substitute pay.

• Maintain and audit payroll records to ensure compliance with the Massachusetts Wage Act, the Fair Labor

Standards Act, and applicable collective bargaining agreements.

• Calculate and process all payroll deductions, including federal and state withholdings, retirement contributions

(Massachusetts Teachers' Retirement System and Worcester Regional Retirement System), health, dental, and life insurance premiums, union dues, deferred compensation, and garnishments.

• Provide assistance with reconciliation of payroll-related general ledger accounts and payroll warrants and

transmittals with the Treasurer/Collector and the School Business Office.

• Prepare and submit required payroll tax filings and reports (Forms 941, W-2, and state unemployment

reporting).

• Administer and maintain the Town/School time and attendance system; serve as primary point of contact and

trainer for department timekeepers.

• Track and administer employee leave accruals and balances, including vacation, sick, and personal time, and

administer leave programs such as FMLA. Benefits and Human Resources Support

• Assist with coordination of annual open enrollment, benefit changes, and qualifying life event updates with

insurance carriers and the WRRS/ MTRS.

• Process new hire onboarding paperwork (W-4, I-9, direct deposit, benefit elections, CORI) for Town and

School employees.

• Maintain confidential personnel and payroll files, both electronic and paper, in accordance with applicable

records retention schedules.

• Respond to employee and retiree inquiries regarding pay, deductions, benefits, and leave balances.
• Assist the HR Director with recruitment logistics, including posting vacancies, scheduling interviews, and

processing pre-employment requirements.

• Support administration of workers' compensation and unemployment claims, including documentation and

reporting.

• Assist with union contract administration, including step increases, longevity calculations, and maintaining

records to support grievance and arbitration processes.

• Perform other duties as assigned by the Director of Human Resources or their designee.

Minimum Qualifications

• Associate's degree in accounting, business administration, human resources, or a related field; Bachelor's degree

preferred. An equivalent combination of education and progressively responsible experience will be considered.

• Minimum of three years of payroll processing experience; municipal, school district, or other public-sector

payroll experience strongly preferred.

• Familiarity with Massachusetts public retirement systems (MTRS and contributory retirement systems)

preferred.

• Proficiency with payroll/financial management software (Harpers & MUNIS preferred) and Microsoft Office,

particularly Excel.

• Demonstrated ability to maintain strict confidentiality regarding sensitive personnel and financial information.
• Strong organizational skills, attention to detail, and ability to manage competing deadlines across two

organizations.

• Excellent interpersonal and communication skills, with the ability to interact professionally with employees,

retirees, and the public. Working Conditions Work is performed primarily in an office setting (Sutton Town Hall), with regular travel to Sutton Public Schools administration building, as needed. Work Environment This position operates in a standard office environment within Sutton Town Hall and the Sutton Public Schools administration offices. The noise level in the work environment is usually quiet to moderate. The employee may occasionally be required to drive between Town and School buildings and other local sites to attend meetings or deliver records. Occasional attendance at evening meetings (e.g., Select Board, School Committee, or Finance Committee) may be required, particularly during budget season and open enrollment. Physical Requirements The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Regularly required to sit for extended periods while using a computer keyboard, mouse, and monitor, and while

reviewing printed and electronic financial and personnel records.

• Frequent repetitive use of hands and fingers to operate a computer keyboard, telephone, copier, and other

standard office equipment.

• Ability to communicate clearly and effectively, both verbally and in writing, including by telephone and email,

with employees, retirees, vendors, auditors, and the public.

• Visual acuity sufficient to review detailed financial data, payroll registers, and personnel records on a computer

screen and in print for extended periods.

• Occasionally required to stand, walk, bend, kneel, or reach to retrieve, file, or transport records, supplies, or

equipment.

• Occasionally required to lift and/or move files, boxes, or office supplies weighing up to 20 pounds.
• Ability to travel locally between Sutton Town Hall and Sutton Public Schools administration offices as needed.