Payroll/Benefits Coordinator

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Payroll/Benefits Coordinator

Town of Hudson is seeking a full-time Payroll/Benefits Coordinator for the Treasurer/Collector’s Office, requiring strong communication skills, municipal knowledge, and proficiency in computer applications, benefits, especially payroll, Vadar/Munis experience desirable. Communications skills are essential, including an ability to relate in a polite and professional manner with the public, other employees, and officials of other governmental units.

Definition : The Payroll/Benefits Coordinator performs routine to complex accounting and administrative duties in the maintenance and processing of all Town payroll transactions, contracts, and policies. This position manages the entire computerized municipal payroll system for the Town and School employees. The Payroll/Benefits Coordinator calculates and supplies figures for all of the employee payroll deductions and coordinates with the outside payroll vendor. Benefits Coordinator manages and administers employee benefit programs, including health insurance, retirement plans, and assists employees with navigating the various options and processes. They act as a primary point of contact for employee inquiries, ensuring smooth enrollment, accurate record-keeping, and compliance with regulations.

This position performs responsible functions of a highly technical nature, requiring an exercise of judgment and initiative to ensure that all payroll records and reports are accurate (striving for a 0% margin of error) and are in accordance with requirements established for employee deductions and compensation. Employee is required to work independently in order to complete assigned tasks according to a strict weekly time schedule. Employee has frequent access to confidential information related to employee personnel information and financial data.

Supervision : The Payroll/Benefits Coordinator works under the administrative direction of the Assistant Treasurer/Collector, or in his/her absence, the Treasurer/Collector. The Payroll/Benefits Coordinator works independently with little or no day-to-day supervision, formulates own work plan, schedule, and procedures. The Payroll/Benefits Coordinator works in accordance with Federal statutes, Massachusetts General Laws, and collective bargaining requirements as well as Town rules, regulations, and polices requiring the ability to plan and perform operations.

Distinguishing Characteristics: Works under general supervision and reports directly to the Town Treasurer/Collector, and manages the day to day administration of the department. Performs varied and responsible duties requiring the exercise of judgment, discretion and tact in coordinating the activities of the department and in relieving the supervisor (s) of administrative duties and responsibilities not requiring personal and official attention. Has frequent contact with other Town Departments, state and local officials, organizations, and the public that requires tact, clarity and confidentiality.

Examples Of Work : The essential functions or duties listed below are intended only as illustrations of the various types of work performed. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

• Performs a variety of technical accounting services in the processing of Town and School payroll. Verifies and enters payroll information for all Town departments, balances total and submits for processing.
• Programs all employee files, pay rate changes, legislative changes and deductions into the computer. Ensures proper pay codes and scales, deductions and correct calculations. Inputs, computes and verifies accuracy of all departmental payrolls.
• Processes vouchers including federal and state taxes, wage garnishments, deferred compensation, and union dues.
• Stays abreast of changes in payroll or wage and labor laws.
• Reconciles monthly, quarterly, and yearly withholdings.
• Receives and verifies changes in compensation, reviews weekly payment schedules, makes corrections as needed.
• Prepares weekly deduction check for withholdings and garnishments along with a weekly withholding report.
• Maintains and records all deductions for the voluntary insurances after each payroll.
• Maintains and generates reports relative to certain Town services or departments and for Finance Director and Treasurer/Collector and Benefits Administrator as necessary or required.
• Maintains files and records relative to payroll functions. Updates employer records.
• Processes and distributes all payroll checks.
• Conducts wage verifications for state agencies and financial institutions as well as employment verification for new employees (I-9), W-2’s.
• Explains benefit information to employees, enters data into system accurately, and informs employee of any changes to plan design and/or rates with Town Benefits Administrator.
• Prepares, reconciles and distributes W-2’s annually.
• Assists Treasurer in balancing main depository account.
• Prepares monthly retirement reports for Middlesex County Retirement and Massachusetts Teachers Association. Prepares and downloads reports, responds electronically for any information for active or terminated employees.
• Assists other departments in the application of payroll reporting; answers inquiries.
• Assists with the functions of the Collector’s Office as needed.
• Assists Assistant Treasurer/Collector with input and management of Flexible Spending Plans, and Health Insurance Opt Out program.
• Makes bank deposits in the absence of the Treasurer/Collector or his/her assistant.
• Performs other duties and/or projects as assigned.

Knowledge

• Knowledge of standard payroll, bookkeeping and accounting principles, procedures, records and forms.
• Demonstrate excellent mathematical skills; requires high accuracy (100%) working with figures.
• Knowledge of office administration, procedures, practices, computers and terminology.

Skills

• Demonstrate a high proficiency and working knowledge of MS applications including Excel, Word and Outlook. Working knowledge of MS Access a plus. Must be able to operate municipal financial and payroll software programs, spreadsheet, and word processing programs at a high proficiency level. Proven ability to extrapolate financial data, perform analysis, and create basic to complex reports for Treasurer/Collector.
• Demonstrate excellent typing, data entry and ten-key calculator skills; work must be 100% accurate with zero (0) errors.
• Proven experience regularly utilizing ADP or other payroll system.
• Ability to multi-task and utilize time management skills to maintain a high quality of work product, and be able to maintain detailed and accurate financial records on an ongoing basis.
• Demonstrate excellent customer service and exude a professional demeanor at all times. The Administrative Secretary/Payroll has frequent contact with employees, retirees, Town and School representatives, banking and financial institution representatives, co- workers, department heads, vendors, and citizens. Must be able to provide information and assistance as well as respond quickly to any complaints or problems.

Abilities

• Ability to maintain strictest level of confidentiality and be highly ethical in all business dealings. The Payroll/Benefits Coordinator has knowledge of sensitive employee information.
• Ability to be honest, trustworthy, respectful, flexible, possess cultural awareness and sensitivity, demonstrate a sound work ethic, and be professional at all times.

Qualifications Education, Training and Experience: Candidate should have a minimum of three (3) years’ experience in utilizing payroll software for large companies or municipalities. Municipal payroll experience highly desirable. Any equivalent combination of education and work experience may be considered, Associates degree highly desirable. Employee must pass a credit check in order to have the ability to be bonded.

Special Requirements

Physical Demands and Working Environment: Work is generally conducted indoors in an office environment where exposure to public, noise and physical surroundings may be distracting and office noise is moderate. Conditions are generally pleasant. Physical demands may include sitting at a desk for periods of time, intermittent periods of stooping, walking and standing. There may be some occasional lifting of objects up to thirty (30) pounds without assistance, as required. Operates a computer, printer, calculator, telephone, copier, facsimile machine, and other standard office equipment.

Miscellaneous Information

This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change. The Town of Hudson is an Equal Opportunity / Affirmative Action employer. The Town of Hudson does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, veteran status, marital status, or an individual’s status in any group or class protected by applicable federal, state, or local law. The Town of Hudson encourages applications from minorities, women, the disabled, protected veterans, and all other qualified applicants.

Job Details

Job ID T/C Category Employment Opportunities Status Open Clerical Union Salary $49,535 - $65,191 Posted August 11, 2026 8:00 AM Closing Open Until Filled Attached Files Payroll-Benefits Coordinator Job Description rev 8-4-25 (PDF)

Payroll-Benefits Coordinator Advertisement (PDF)

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