About

• Description
• The Payroll & Benefits Coordinator supports the mission of the YMCA of Southwest Florida by ensuring accurate and timely payroll processing and benefits administration for all staff across the Association. This position plays a key role in maintaining employee trust and financial integrity by providing exceptional service, upholding confidentiality, and ensuring compliance with all applicable laws and organizational policies. The coordinator works collaboratively with HR and Finance team members to ensure smooth operations and data integrity across systems.

• As a valuable member of the HR Team, this role contributes to creating a positive and efficient employee experience that supports our mission of strengthening the community through youth development, healthy living, and social responsibility.
• Requirements

Payroll Coordination

• Manage the bi-weekly payroll process for all Association locations, ensuring accuracy and compliance with established timelines.
• Review time and attendance records, verify calculations, and follow up with supervisors to resolve discrepancies.
• Review daily workflow tasks as assigned and submit for processing.
• Maintain payroll records and ensure correct calculation of wages, overtime, and deductions.
• Ensure proper job cost allocations and general ledger mapping for payroll and benefit reconciliation.
• Review payroll documentation for accuracy through audit reports and make any necessary adjustments.
• Verify recording and processing of payroll tax deposits, workers’ compensation, and unemployment taxes.
• Prepare payroll reports for additional review and approval prior to the reconciliation of payroll data for submission to the CFO.
• Coordinate the issue or reissue checks and direct deposits as needed for payroll errors or adjustments.
• Prepare and upload bi-weekly payroll journal entries into the general ledger and reconcile to ensure accuracy.
• Provide payroll and labor reports and analyses to the Finance department and authorized supervisors as requested.
• Verify the correct processing of deductions for taxes, benefits, and other withholdings.
• Collaborate with supervisor to ensure accurate payroll data entry for new hires, terminations, transfers, and pay rate changes.
• Serve as the primary contact for payroll-related questions, providing support and guidance to staff and supervisors.
• Partner with HR and Finance to identify and implement process improvements for payroll and benefits systems.
• Train supervisors on payroll procedures, ensuring compliance with policies and deadlines.
• Manage all year-end payroll processes, including W-2 preview and audit, to ensure accuracy prior to year-end deadlines.
• Process monthly reports and check requests for workers’ compensation insurance and voluntary withholdings.

Benefits Coordination

• Administer employee benefits programs, including health, dental, vision and life insurance.
• Assist employees with benefit enrollment, changes, and all benefit related questions.
• Complete monthly benefit reconciliations and expense allocation postings prior to month end closing deadlines.
• Manage all FMLA and non-FMLA leave requests including timely creation of all required documentation, accurate leave tracking, biweekly collection of health benefit premiums, weekly monitoring of leave timeframes, and ensuring the employee can safely return to work with required documentation.
• Monthly management of ACA module tasks and identify potential overage of hours.
• Daily management of the Bswift Benefits module, review of identified tasks and approval of same to align with policy eligibility.
• Monthly tracking and management of COBRA participants and premium contributions.
• Maintain accurate benefit records and ensure timely submission of enrollments and terminations to vendors through the benefits module.
• Ensure final wages for full-time employee separations include accurate premium payments, wages and PTO payout (if applicable).
• Assist with coordinating annual open enrollment and supporting employee communications.
• Assist with resolving benefit claims or billing issues.
• Audit year-end tax Form 1095C beginning in Q4 for all benefit eligible employees to ensure the accurate creation of forms.
• Other duties assigned by your supervisor.
• *On-site attendance is required of this position.

• Qualifications
• Bachelor’s degree in Accounting, Finance, Business Administration, or related field preferred.
• Minimum three (3) years of payroll and accounting experience required.
• Working knowledge of payroll systems, procedures, and wage and hour laws.
• Demonstrated ability to handle confidential information with discretion and integrity.
• Strong analytical, organizational, and problem-solving skills with a high attention to detail.
• Ability to multi-task and meet strict deadlines in a fast-paced environment.
• Ability to maintain a high level of confidentiality, decorum, and objectivity.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite, including Excel and Word, and familiarity with payroll software systems.
• Ability to work independently and collaboratively across departments.
• Demonstrated commitment to the YMCA mission and values of caring, honesty, respect, and responsibility.
• Must successfully pass the Association’s background screening.
• Willingness to attend additional training and professional development as recommended by supervisor.

• Work Environment & Physical Demands
• Typical office environment with moderate noise levels from telephones, conversations, and office equipment.
• Frequent sitting, communicating, and use of standard office equipment, including computer, keyboard, and calculator.
• Occasional lifting or moving of materials up to 10 pounds.
• Requires manual dexterity and coordination for more than 75% of the work period.