Payroll & HR Coordinator

Description

This position is responsible for coordinating payroll processing, monitoring employee benefits eligibility, supporting HR compliance documentation, and assisting with onboarding and office administrative functions. This position ensures accurate employee records, timely distribution of required documentation, and efficient administrative operations in support of CSP leadership.

This role works closely with the CEO, CFO, Director of Operations, and rest area leadership to maintain payroll accuracy, benefits administration, and compliance with applicable employment laws and internal policies.

This position is responsible for day-to-day office clerical duties and tasks assigned by management staff. This job description is not intended as a comprehensive listing of all duties, responsibilities, and qualifications of this position. The Company may modify any aspect of this position at any time, with or without notice.  

ESSENTIAL DUTIES AND RESPONSIBILITIES:

A. Championing the organization and advocating its mission to others.

B. Working with corporate management and rest area personnel to ensure the policies and procedures of CSP are followed and the overall operation and effectiveness of CSP is optimized.

C. Ensuring compliance with applicable laws and regulations.

D. Duties:

1. Office Administration:

• Answering phones;
• Using company software to manage documents; and
• Sending communications via email, phone, and fax.

1. Maintain Employee Records and Onboarding:

• Maintain personnel files and ensure required employee documentation is complete and properly stored; and
• Assist with background checks, new hire reporting, and onboarding checklists which include employment paperwork, tax forms, and policy acknowledgments.

1. Payroll Administration:

• Use HRIS/payroll system for payroll processing and maintaining payroll records in collaboration with CSP Management and payroll service provider;
• Review timesheets and supporting documentation to ensure payroll accuracy;
• Maintain employee payroll files including tax forms, direct deposit authorizations, and payroll changes;
• Assist with payroll reporting and year-end processes such as W-2 distribution; and
• Ensure payroll documentation is securely maintained and confidential.

1. HR Support

• Track employee eligibility for benefits including health insurance and other employer programs;
• Maintain accurate records of employee benefit elections and eligibility dates;
• Track leave documentation and maintain confidential records related to employee leave;
• Provide required FMLA notices and documentation to employees when appropriate; and
• Assist leadership with documentation required for HR compliance and recordkeeping.

E. Financial Management

1. Adhering to budget; and
2. Participating in all fundraising efforts.

F. All other reasonable duties as assigned.

Requirements

PHYSICAL DEMANDS:

This position requires: frequently sitting in chairs for up to several consecutive hours per day; walking, climbing stairs, and standing; lifting and/or carrying up to 10 pounds; nearly continuous communication with others in the spoken and written English language, in person, via telephone and computer, and in writing, throughout each day; using computers, telephones, and other office equipment throughout each day.  

WORK ENVIRONMENT:

This job requires working in common office conditions, using common office equipment (computers, phones, fax machines, etc.), including daily attendance to the employee’s duties. This job also requires occasionally visiting rest areas. This job requires working and being available during the Company’s usual office hours, in the office and remote work. 

REQUIRED EDUCATION, CERTIFICATIONS, AND EXPERIENCE:

Associate’s or Bachelor’s degree in Business Administration, Accounting, Human Resources, or related field preferred or a minimum of 2–3 years of experience in payroll, office administration, or HR support. Experience working with payroll systems or payroll service providers preferred. Strong organizational skills and attention to detail. Ability to maintain confidentiality with sensitive employee information. Proficiency with Microsoft Office and standard office technology.

LANGUAGE SKILLS:

This job requires reading, writing, and speaking the English language. This job requires understanding and effectively and appropriately responding to executive and management level questions, concerns, and requests from CSP’s President/CEO, and other executives and managers, as well as other businesses, regulatory agencies, the public, and employees. This position requires effectively presenting information to CSP’s President/CEO, and other executives and managers, as well as to CSP employees.

MATHEMATICAL SKILLS; REASONING CAPABILITY:

This position requires efficiently and effectively working with basic mathematical concepts, such as addition, subtraction, multiplication, division, and percentages. This position requires identifying and defining a wide variety of problems, collecting data, establishing facts, drawing valid conclusions, and recommending viable solutions.