Payroll Administrator & HR Support

Job Details

Level

Experienced

Job Location

26 Forest St Operations - Marlborough, MA

Position Type

Full Time

Salary Range

$56000.00 - $78000.00 Salary/year

Job Category

Admin - Clerical

Description

Title: Payroll Administrator & HR Support Salary Grade:

FLSA Status: Exempt Employment Status:Full Time

Department: Human Resources Location:Operations Center/ Hybrid Eligible

Reports To: VP, Director of HR and L&D

Date Prepared: September 18, 2025 Human Resources Review:September 22, 2025

Summary : Reporting to the Sr HR Generalist, the Payroll Administrator will manage all aspects of bi-weekly payroll processing, maintenance, and up-dates to HRIS as well as administrative functions for benefits, recruiting and compliance as it relates to system up-dates and department workflows. Serve as a change leader, proactively identifying continuous process improvements, that streamline and standardize, leveraging our technology. Provide a variety of administrative support duties in the day-to-day operations of the department, including but not limited to maintenance of department policies, benefits administration, vendor management, contributing towards open enrollment, contributes towards new hire orientation, and participates in department audits. Additionally, it is expected that this position will actively participate in initiatives that affect the department and the bank, acting as a resource for all staff while embracing the established sales and service culture and coaching employees to maximize their contribution to the Bank's goals.

After successful completion of training and proven abilities, this position is eligible for a hybrid work arrangement with Consistent availability is expected during core business hours and agreed upon number of days per-week/month on site.

ESSENTIAL DUTIES and RESPONSIBILITIES:

The requirements listed are representative of the knowledge, skill, and/or ability required.

In the performance of respective tasks and duties, the employee is expected to successfully perform quality work within deadlines with or without supervision, interact professionally with other employees, customers and suppliers; work effectively as a team contributor on all assignments and work independently while understanding the necessity for communicating and coordinating work efforts with other employees and organizations.

Payroll:

Manage the complete bi-weekly payroll function from beginning to end; reviewing timesheets for accuracy and approvals, data entry, verification of file imports, garnishments, benefits, taxes consistent with federal and state wage and hour laws and balancing, ensuring dual controls are followed to meet bank policy and audit requirements.

Leveraging our technology, review and analyze current payroll, benefits, and tax procedures to recommend and implement changes/improvements leading to best-practice operations.

Maintain and update payroll policies and procedures to ensure changes are incorporated to reflect system, regulatory and compliance changes are current.

Develop and maintain a strong collaborative relationship with payroll/HRIS vendor.

Work closely with accounting on monthly, quarterly, and year-end reports resolving discrepancies.

Preparation and maintenance of the general ledger reconciliation.

Preparation of relevant management reports, including weekly, monthly, quarterly, and year-end reports

Perform regularly scheduled audits to ensure systems are set up and updated to reflect our current employee base, including wages, benefits, PTO time, W-4s, payroll balance sheets, YTD earnings, etc.

Ensure the processing workflow of all personnel changes are accurate and timely.

Review and distribution of W-2's and 1099's.

Prepares wage-earning requests and employment verification.

Benefit Administration:

Ensures all benefit plans are in accordance with plan guidelines and legal requirements within the HRIS system. Including but not limited to, medical, dental, vision, PFML, UI, etc...

Ensures required documents are completed properly, payroll deductions are accurate, employees are enrolled and terminated from plan(s) on a timely basis.

Ensure carrier connections work properly.

Work with benefit providers as part of assisting employees with any claim issues or concerns.

Reconciles monthly billing statements against payroll deductions ensuring accuracy and resolving discrepancies.

Participates in all benefit plan programs and annual open enrollment process,

ensuring all necessary changes/updates are made in the HRIS.

communicating changes to employees and assisting employees in the interpretation of their benefit programs and processing changes in HRIS within deadlines

Administers and tracks COBRA payments of participants.

Manages monthly ACA reporting reconciling any discrepancies.

Working with the TPA administer and track unemployment claims.

Ensures the 401(k) plan is compliant within the Paycom system by making sure all changes to deferral, match, safe harbor, and employee loans are accurate for required annual audit testing.

Participates in accurate and timely processing of invoice payment requests.

HRIS:

Maintains and up-dates the HRIS system; records, maintains, and makes changes to employee information including terms, personal information changes, compensation, benefits, tax data, bank property inventory, emergency contacts and other contact information for business continuity.

Stay current with HRIS/Payroll system changes and coordinate the implementation of any up-grades.

Utilizes the Payroll and HRIS systems to prepare monthly employee census report, FTE report, DOL reports and various ad hoc reports.

Collaborate on a variety of projects intra department and bank wide providing research and reporting.

Participates in the preparation of salary surveys.

Performs regularly scheduled payroll, benefits, and HR audits - resolving discrepancies.

Compliance:

In the performance of respective tasks and duties, the employee is expected to maintain knowledge of and ensure compliance with Bank Secrecy Act regulations and adheres to compliance procedures and internal/operational risk controls in accordance with any and all applicable regulatory standards, requirements and policies as well as attending all required training sessions and completing all required on-line training courses.

Adhere to all company policies and act as a role model in the adherence to policies, consistently demonstrating our core values and service standards.

Keep abreast of regulatory changes to ensure compliance in the areas of job responsibilities, and recommend improvements or changes as needed for compliance and/or for department efficiency.

Stays current and complies with all existing federal, state, and local governmental and labor law and reporting requirements including any related to the Equal Employment Opportunity (EEO), the), the Family Medical Leave Act (FMLA), Employee Retirement Income Security Act (ERISA), the Department of Labor, workers compensation, the), and so forth. Maintains minimal company exposure to lawsuits .

Assist internal, external, and regulatory auditors with the collection of requested materials as assigned with their respective engagements.

Prepares and submits monthly, quarterly, and annual governmental reports.

Administration:

Maintain various tickler files to ensure that all information is generated from, and received by, Human Resources on a timely basis (e.g., notification of benefit eligibility, etc.)

Collaborate in keeping the employee handbook and Human Resources Policies & Procedures up to date and in compliance with all state and federal guidelines.

Ensure timely reconciliation of assigned GL's.

Ensure Vendor Management files are maintained according to the established cadence.

General:

Use discretion in dealing with large amounts of sensitive, confidential information, while adhering to all Bank policies and procedures

Promotes and enhances the corporate culture and fosters the development and implementation of organizational vision, policies, and guidelines.

Inform, educate, and influence staff to support corporate goals and objectives while demonstrating poise and diplomacy.Be a champion of the Main Street Bank culture and the moral of the bank.

Provides training and guidance to others in the department on new and existing processes.

Participate in the development and implementation of Bank policies and procedures as well as establishing new approaches to affect continual improvement in the efficiencies of the department and the delivery of service to staff.

Monitor departmental procedures, suggesting necessary changes to increase productivity and improve efficiencies - Communicating these changes to appropriate staff.

Participate in developing department goals and objectives.

Effectively use tools and systems to be able to self-manage, organize, and complete work independently, proactively recognizing potential obstacles and resolving them before they become an issue, managing to deadlines, creating action plans when not on track, enabling job functions to happen with minimal oversite and meeting conditions of satisfaction.

Regular and consistent attendance is required to continue the high standard of customer service as well as occasionally participating in before/after hours and/or weekend community events.

Other duties as assigned, performing similar or related work as directed, required, or as situation dictates.

SKILLS REQUIRED:

Associate's Degree and/or three to five years of professional experience in a business or related field that includes payroll processing and benefits administration, preferably specific training in human resources.

Payroll and/or HRIS experience required, Paycom applications desirable.

Solid understanding of payroll tax laws & regulations including income, unemployment, and social security.

Certified or eligible to be - Certified Payroll Professional (CPP).

Basic knowledge of functional HR practices and related disciplines with current k nowledge of all pertinent federal and state regulations, ERISA, COBRA, FMLA, PFMLA, ADA, Section 125, Workers Compensation.

Intermediate to advanced level of proficiency in Microsoft 365 Suite products including, but not limited to Excel, Word, Outlook, Teams, and Sharepoint.

Utilize technology/systems to improve work processes and use a range of technology to solve problems.

Means and mode to travel to any of Main Street Bank's locations as needed on an occasional basis.

EQUIPMENT REQUIRED:

Smart Phone - To enable the MFA (Multi Factor Authentication) facilitating access to MSB systems .

HYBRID/REMOTE ENVIRONMENT:

Your physical remote location must provide a dedicated workspace that is free from distraction and provides adequate light to be regularly visible on video calls.

You must have access to a reliable internet connection with adequate bandwidth to join Teams and other video calls.

COMPETENCIES:

Excellent communication skills and responsive approach to communication with internal and external stakeholders

Strong attention to detail monitoring work for accuracy and quality, demonstrating a passion for excellence in every aspect of work.

Strong critical thinking abilities and able to navigate complex situations to find efficient, effective, and timely solutions.

goal-driven and solution-oriented

Excellent organizational skills with the ability to manage multiple projects, prioritize tasks, and thrive in a fast-paced environment.

Outstanding customer service skills (in person, over the phone, or video conference).

Relationship Builder - Develops and maintains relationships with officers, employees, and external contacts, maintaining alignment with core values, vision, strategy, and goals.

Ability to embrace change with a positive approach.

LANGUAGE/COGNITIVE SKILLS:

Thework skills described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

The person in this position frequently communicates with all departments and occasionally with vendors and former employees and therefore must be able to exchange accurate information in these cases. They will need to use judgment and discretion in decision making situations, interpret and follow all Bank policies and procedures, write/create reports and business correspondence, (Main Street Bank's standard language is English). As well as the ability to:

Speak and effectively present/communicate information and respond to questions from groups of managers, vendors, and other employees.

Define problems, collect data, establish facts, and draw valid conclusions.

Read, analyze, and interpret a variety documents and the Bank's policies and procedures.

WORKING CONDITIONS AND PHYSICAL EFFORT:

The physical and work environment demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is required to:

Physical Demands/Efforts

Occasionally lift and/or move up to 25 pounds, (i.e., files, boxes of files)

Regularly required to remain in a stationary position, greater than 50% of the time

Mental & Visual Demands

Consistently operate a computer for extended periods of time

Specific vision abilities may be required by this job include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus.

Regular use of office productivity machinery (i.e., a calculator, copy machine, fax machine, computer printer).

Work Environment and Hazards

Occasionally move throughout the inside the Bank to access resources and individuals.

Occasional local travel for bank purposes and/or on behalf of the bank (i.e., meetings, trainings,).

Consistently available during core business hours and able to work alternative schedules that meet the needs of the Bank, which may include occasional early morning, evening, and/or weekend hours.

When in the office it is a general office environment, where the noise level is moderate.

Work is performed under busy conditions with a high number of interruptions during the day from staff and the public.

AMERICANS WITH DISABILITIES ACT

Main Street Bank complies with all aspects of the Americans with Disabilities Act (ADA) and state disability laws. This means that we will not discriminate against qualified individuals with a disability in any phase of the employment relationship including application for employment, hiring, promotions and/or advancement opportunities, termination, compensation, training and any other conditions or privileges of employment.

Applicant Notice

The completion of this Application for Employment does not assure a position with Main Street Bank and any offer of employment is conditioned on the satisfactory completion of a background and credit review as determined by the sole discretion of Main Street Bank. Neither this Application for Employment nor any document constitutes a contract of employment for a specific term and that any employment relationship that may be established will be 'at-will' and if hired, may be terminated at any time, for any reason, by the applicant or Main Street Bank.

Massachusetts Law - It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Massachusetts General Laws c. 151B prohibits employers from (1) terminating or refusing to hire individuals on the basis of genetic information; (2) requesting genetic information concerning employees, applicants, or their family members; (3) attempting to induce individuals to undergo genetic tests or otherwise disclose genetic information; (4) using genetic information in any way that affects the terms and conditions of an individual's employment; or (5) seeking, receiving or maintaining genetic information for any non-medical purpose.

Main Street Bank is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, pregnancy, genetic information, disability, status as a protected veteran, or any other protected category under applicable federal, state, and local laws.

Main Street Bank is committed to working with and providing reasonable accommodation to individuals with disabilities. If you need special assistance or an accommodation while seeking employment, please call: 978-487-1432 or send an email to human.resources@bankmainstreet.com and we will make determination on your request for reasonable accommodation on a case-by-case basis.

Main Street Bank

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Payroll Administrator & HR Support