Payroll and Benefits Coordinator

Book Harvest • Durham, NC

7d • $44,895 - $56,000 • Hybrid

About The Position

Book Harvest is seeking a Payroll and Benefits Coordinator to serve as a day-to-day payroll and benefits resource and help build simpler, smarter systems as the nonprofit scales nationally. This full-time, hybrid role is based in Durham, North Carolina. The organization prefers a local candidate who can work from its Durham office about 40–60% of the week, but will consider regional candidates within 200 miles who can commute to Durham several times a month. Dependable availability during payroll processing and other critical periods is essential.

The Coordinator will join Talent & Culture as payroll execution transitions from Finance, a more frequent payroll schedule is planned, and an HRIS transition is anticipated. Working with the Associate Director of People Operations, the role will implement and test improvements, translate ideas into practical workflows, and support employees through operational changes. Over time, the Coordinator will take ownership of defined projects and work streams.

The position combines hands-on payroll and benefits administration, employee support, recordkeeping, compliance assistance, and process improvement. The Coordinator will work with Finance, employees, managers, brokers, carriers, recordkeepers, and other vendors. Success means accurate and compassionate employee support, reconciled benefits and data, proactive handling of deadlines and inquiries, more reliable processes, and completion of at least two meaningful improvement projects during the first year.

Requirements

• Intermediate Excel or Google Sheets skills, including lookups, formulas, and reconciling datasets.
• Curiosity and enthusiasm for simplifying and automating processes.
• Four or more years of work experience, with at least one year of relevant hands-on experience in payroll, benefits, other HR administration, or accounting strongly preferred.
• Hands-on experience processing or administering payroll in a payroll/HRIS platform.
• Working knowledge of earnings, deductions, tax withholding, and payroll reconciliation.
• Organization, confidentiality, dependability with recurring deadlines, and sound judgment about when to resolve an issue independently or involve a colleague.
• Warm, clear written and verbal communication skills and the ability to explain pay and benefits topics to employees at all levels.
• Proactive ownership of employee requests.
• Commitment to Book Harvest’s mission and equity values, with a collaborative approach to working across teams.
• Integrity, emotional intelligence, a drive for self-development, and commitment to Diversity, Equity, Belonging, and Inclusion.
• Clear communication, teamwork, careful time and project management, sound routine decision-making, adaptability, and ability to connect daily work to Book Harvest’s mission.
• No college degree is required.

Nice To Haves

• Experience with Paylocity or Employee Navigator, or similar platforms such as ADP, UKG, Paycom, or Paycor.
• Experience with multi-state payroll, benefits invoice reconciliation, retirement plan administration, open enrollment, COBRA, ACA, or state leave.
• Nonprofit or grant-funded payroll and cost-allocation experience.
• HRIS implementation, system migrations, or automated workflow experience.
• Familiarity with payroll, benefits, and leave compliance requirements.

Responsibilities

• Prepare and process accurate, timely payroll through the payroll platform, including approved hires, terminations, pay changes, mileage, reimbursements, deductions, and other adjustments.
• Audit payroll registers, manager-approved timecards, and paid time off banks; investigate and resolve discrepancies.
• Partner with Finance on payroll reconciliations, journal entries, grant allocations, specialized reporting, and documentation for grant-funded positions, AmeriCorps members, interns, and work-study employees.
• Maintain multi-state payroll calendars, checklists, SOPs, internal controls, and year-end W-2 review processes.
• Coordinate benefits enrollment, eligibility changes, life events, coverage terminations, open enrollment, leave-related changes, and vendor coordination.
• Maintain and audit benefits records across Employee Navigator, payroll/HRIS, carrier portals, and internal files.
• Reconcile benefits invoices, payroll deductions, and retirement contributions; work with brokers, carriers, recordkeepers, and Finance to resolve discrepancies.
• Flag complex benefits plan or compliance questions for review.
• Identify opportunities to streamline workflows, reduce manual work and recurring errors, and improve employee experience through technology and automation.
• Design, test, document, and evaluate process improvements; support a more frequent payroll schedule and the anticipated HRIS migration through process mapping, data validation, parallel payroll testing, and employee training.
• Own routine payroll and benefits questions from first contact through resolution, providing timely, empathetic, and accurate communication.
• Lead payroll and benefits portions of onboarding and support employee self-service in Paylocity, Employee Navigator, and successor platforms.
• Create clear FAQs, pay-stub guides, and short tutorials.
• Escalate sensitive or high-risk matters with research, context, and proposed next steps, and remain involved through follow-through.
• Maintain accurate, confidential employee records, including work location, employment status, pay, benefits data, I-9s, and work authorizations.
• Assist with routine payroll, benefits, and multi-state compliance; conduct recurring cross-system audits for missing or outdated records; protect confidentiality, data access, and records retention.
• Work toward reliable ownership of recurring operations and completion of at least two meaningful improvement projects in the first year.

Benefits

• 100% employer-sponsored healthcare, with elective dental, vision, disability, and life coverage.
• 401(k) with an automatic 3% employer contribution; no match is required.
• Generous PTO.
• Dedicated paid family leave.
• Sabbatical leaves.
• Professional development funds.
• Flexible hybrid schedule.
• Structured onboarding and hands-on training.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed