Payroll and Benefits Coordinator

Western Washington University•Bellingham, WA

5d•$4,652 - $6,257

About The Position

The Payroll and Benefits Coordinator performs technical payroll work supporting accurate and timely university payroll processing. The position enters, audits, reconciles, and corrects payroll and employee data; administers payroll deductions and benefit-related transactions; researches discrepancies across interconnected systems; and provides guidance to employees and departments. The role applies established laws, rules, collective bargaining agreements, policies, and procedures to varied payroll situations and coordinates complex issues with payroll, benefits, HR, finance, agencies, and service providers. The position also processes and validates benefit and retirement transactions that affect payroll, reconciles records across internal and provider systems, and helps employees understand established eligibility requirements, deadlines, documentation, payroll impacts, and next steps. It provides employee assistance and outreach, supports training and presentations, and participates in system testing, process documentation, special projects, compliance work, and continuous improvement activities supporting payroll and HR operations.

Requirements

Bachelor’s degree in Human Resources, Business Administration, Accounting, or a related field, or equivalent education/work experience.
1–3 years of experience in payroll, benefits administration, or a related HR support role.
Familiarity with payroll and HRIS systems.
Excellent attention to detail and organizational skills.
Strong interpersonal and communication skills.
Ability to handle confidential information with integrity and discretion.

Nice To Haves

Experience working in a fast-paced organization.
Experience working in higher education or the public sector.
Basic understanding of accounting principles related to payroll.
Strong knowledge of federal and state payroll and benefits regulations.

Responsibilities

Perform assigned components of the university’s regular payroll cycle for employees across multiple employee groups and bargaining units, following schedules, procedures, contracts, and regulatory requirements.
Enter, retrieve, audit, reconcile, and validate employee, timekeeping, leave, deduction, and payroll data in HR, payroll, financial, document-management, and external agency systems.
Review source documents, calculations, reports, system messages, and rejected transactions; identify errors and make authorized corrections or coordinate complex adjustments with subject-matter experts.
Process and maintain voluntary and involuntary payroll deductions, including benefit and retirement deductions, union dues, garnishments, supplemental retirement changes, and other authorized withholdings.
Research payroll discrepancies across systems and pay periods, reconcile records, and explain the effects of corrections to employees and departments.
Maintain payroll records and documentation and support audits, reconciliations, reporting, records retention, and compliance activities.
Provide backup and collaborative support for payroll processing during deadlines and peak workload periods.
Process and validate benefit and retirement enrollment, eligibility, coverage-change, qualifying-life-event, and deduction transactions that affect payroll.
Reconcile payroll and HR records with benefit, retirement, and provider systems and resolve discrepancies involving eligibility, enrollment, coverage, and deductions.
Explain established eligibility requirements, deadlines, documentation, payroll impacts, and next steps to employees, referring plan interpretation or advisory questions to the appropriate specialist.
Support new employee enrollment, open enrollment, leave transfers, retirement consultation follow-up, pre- and post-payroll benefit processing, and recurring eligibility reports.
Maintain accurate and confidential records and apply applicable PEBB, retirement, COBRA, HIPAA, and ACA procedures.
Assist employees and departments by phone, email, virtual meeting, and in person, explaining processes and connecting them with appropriate resources or specialists.
Support employee outreach through orientations, presentations, open enrollment activities, informational materials, and other education efforts.
Develop and deliver training sessions and presentations on payroll processes, benefit enrollment, timekeeping, and employee self-service tools.
Provide cross-functional support and perform related duties, including special projects, process improvements, and compliance-related tasks.
Participate in system testing, process documentation, cross-training, special projects, compliance work, and continuous improvement activities supporting payroll and HR operations.