Payroll / Benefits Coordinator

Michigan Education Association; East Lansing (MI); On-site; USD 55,000 - 70,000; Full time

Job summary

Michigan Education Association in East Lansing, MI seeks a payroll administrator to maintain payroll data, run HRIS reports and support benefit processing. The role handles COBRA administration, W-2 and 941 activities, and collaborates with management and external sources to ensure precise payroll operations.

The position requires experience in payroll/benefits, knowledge of Crystal reports, and strong data accuracy with MS Word/Excel proficiency. This is a full-time on-site role in Michigan.

Qualifications

• Graduation from a standard high school or vocational school.
• Experience in human resources, benefits or related field.
• Knowledge of double entry bookkeeping.
• Ability to operate a PC and common office equipment, including Word and Excel.
• Ability to perform moderately complex mathematical calculations accurately.
• Knowledge of Crystal report writing and HRIS usage.
• Familiarity with time tracking systems and payroll processes.
• Strong communication, data organization and business English skills.

Responsibilities

• Add new and delete terminated employees to HRIS database.
• Enter and maintain employee data such as wages, dates, benefits plans, deductions, tax codes, addresses, coverage options, dependent information.
• Write and edit Crystal reports and HRIS queries, both new and existing in response to requests for information.
• Verify payroll registers and make adjustments to correct problems and errors.
• Administer COBRA and maintain compliance with timelines for coverage.
• Create/update leave banking and accrual rates; update related data in HRIS.
• Process payroll and benefits changes; balance and file deductions and reports.
• Support year-end audits, W-2 processing, IRS Form 941 preparation and reconciliation.
• Reconcile payroll-related accounts and assist with internal/external audits.
• Provide general clerical support and maintain confidential files.

Skills

Communication skills

Numerical accuracy

Data assembly and reporting

Attention to detail

Time management

Education

High school diploma or equivalent

Tools

Crystal reports

HRIS

MS Word

MS Excel

Time tracking systems

Job description

BASIC PERFORMANCE EXPECTATIONS

This job requires responsibility for maintaining the accuracy of the payroll database. The work

involves the input and retrieval of data into HRIS including computations, preparation of report

formats, assembling and summarizing data. Incumbents must create unique reports to provide

information used by internal and external sources.

Job duties include entering employment and benefit information, verifying payroll registers,

creating reports and verifying totals. Work includes reconciling accounts, processing tax returns,

etc. Work also includes postings to financial records and preparation of disbursements. This

position is required to maintain confidential files.

Work also involves typing, filing, answering telephones, and other clerical duties.

This job requires the ability to establish and maintain effective working relationships with

external sources, as well as staff and management.

ASSIGNED DUTIES

Add new and delete terminated employees to HRIS database. Enter and maintain employee data

such as wages, dates, benefits plans, deductions, tax codes, addresses, coverage options,

dependent information, employer and employee costs, etc. Liaison to MESSA with employee

Write and edit Crystal reports and HRIS queries, both new and existing in response to requests

for information;

Verify payroll registers to ensure employment and benefit data is entered. Make adjustments to

correct problems and errors;

Responsible for COBRA Administration:

Maintain compliance with COBRA law relative to processing individual’s

applications and financial transactions

Maintain database to track legally required timelines for coverage

Send all legally required documents and correspondence

Create and adjust leave bank database and accrual rates. Create/update/process leave rollover

information;

Update and maintain employment/benefit/payroll/tax tables in HRIS;

Work with management to develop process and procedures regarding contract language for entire

organization;

Prepare employers statement for short and long-term Disability Income Benefit forms. Act as

liaison with MESSA Disability;

Enrollment and de-enrollment of active and retired employees into various employee benefit

group plans;

Reconcile and remit all fringe benefit payables to internal and external vendors on a timely basis,

including section 125 and 401(k) funds;

Assist with year-end audits and W-2 processing and final submission to IRS;

Responsible for compiling the information for, and preparing, the quarterly IRS Form 941. Also

responsible for the annual reconciliation of 941’s to W-2’s and subsequent amended filings as

needed;

General Ledger Reconciliation: Monthly account reconciliation for all payroll related withholding accounts to ensurecompliance with all respective taxing authorities and other authorities with compliance

requirements. Create required schedules for audit;

Apply terms of labor agreements and policies;

Process payroll and benefits change forms, input data into the system, compute proper pay,

verify registers and maintain deduction/benefit files;

Review weekly payrolls in comparison to prior pay information to ensure net to net is

reasonable. Research anomalies;

Responsible for quarterly payments to retirees who receive cash in lieu of medical coverage;

Responsible for verification of all insurance related billings, such as health, dental, etc. to ensure

proper billing and payment;

Respond to requests for information regarding employment and insurance verification and

benefit plan coverage. Prepare appropriate documentation, and distribute legal filings to the IRS

and internal sources;

Create, update and maintain payroll and benefit related spreadsheets. Perform calculations and

balance transactions;

Provide assistance to the department by receiving telephone calls, visitors, and mail; copying and

distributing materials; maintaining files and reports; and typing and filing as needed;

Work in collaboration with Staff Retirement Administration Office to ensure retirees are

managed correctly for employee status and benefit placement;

Create positions, reorganize/update position management within system to ensure appropriate

distribution of employees to managers for reporting, budget and financial purposes;

Process garnishments and provide appropriate information to court/plaintiff/employee for initial

requests and final processing within defined legal guidelines;

Provide changes of employment and personal information for all employees to appropriate areas

within the organization;

Process insurance billings;

Administer leave tracking and ensure accurate payroll records;

Maintain and track pay periods, hourly wages, salaries, overtime, leave time, paychecks, etc.

Other support responsibilities include:

401(k) changes, census, and discrimination testing

Imputed income year-end computations

Annual budget projections for MEA, MESSA, MEA FS

Provide assistance to outside auditors;

Perform other job-related duties as assigned from time to time.

MINIMUM REQUIREMENTS

Graduation from a standard high school or vocational school;

Recent experience in human resources, benefits or related field;

Experience and training which provide the following abilities, skills and knowledge:

knowledge of the principles and practices of double entry bookkeeping;

ability to operate a personal computer and common office equipment, including Word

and Excel;

ability to make moderately complex mathematical calculations accurately and rapidly;

knowledge and experience in Crystal report writing;

knowledge of the operation of computers and time tracking systems;

ability to communicate tactfully, courteously and effectively;

ability to assemble and organize data; and

knowledge of business English, spelling and punctuation.