Payroll and Benefits Coordinator

Western Washington University•Bellingham, WA

2d•$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 clear guidance to employees and departments. The position 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.

Requirements

Bachelor’s degree in Human Resources, Business Administration, Accounting or 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 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 established 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, determine appropriate corrections within established authority, and coordinate complex adjustments with the appropriate subject-matter expert.
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 by tracing transactions across systems and pay periods; reconcile records and explain the effect of corrections to employees and departments.
Maintain accurate payroll records and documentation; support recurring audits, reconciliations, reporting, records retention, and compliance activities.
Provide backup and collaborative support for payroll processing functions to maintain continuity 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 internal payroll and HR records with benefit, retirement, and provider systems; research and resolve eligibility, enrollment, coverage, and deduction discrepancies.
Explain established eligibility requirements, deadlines, documentation, payroll impacts, and available next steps to employees; refer plan interpretation or advisory questions to the appropriate benefits or retirement 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 established requirements, including applicable PEBB, retirement, COBRA, HIPAA, and ACA procedures.
Provide timely, accurate, and approachable assistance to employees and departments by phone, email, virtual meeting, and in person.
Explain payroll, benefits, and retirement processes in clear language and connect employees with appropriate resources or subject-matter experts when needed.
Support employee outreach through orientations, presentations, open enrollment activities, informational materials, and other education efforts.
Develop and deliver informative training sessions and presentations to campus groups on key topics such as payroll processes, benefit enrollment, timekeeping and employee self-service tools.
Provide cross-functional support and perform related duties as assigned, including participation in special projects, process improvements, and compliance-related tasks to support the overall efficiency and effectiveness of the HR department.
Participate in system testing, process documentation, cross-training, special projects, compliance work, and continuous improvement activities supporting payroll and HR operations.