Payroll/Benefits Administrative Assistant
Requisition Code: PAYBEN
Classification: Non-Exempt, Hourly
Grade/Level/Pay Range: Level 12; Steps 2-12; Range $23.95-$36.12
Reports to: Treasurer/Collector
Date: July 20, 2026
JOB DESCRIPTION
Summary/Objective
The Town of Oxford is looking for a Payroll/Benefits Administrative Assistant. This position requires experience in the areas of payroll processing, benefit administration, payroll deductions, FMLA leave administration, reconciling adjustments, retirement plans, Section 125, disability benefit administration, and enrollment in benefits. This position is responsible for the accurate processing of the Town’s biweekly payroll.
Essential Functions
The essential functions or duties listed below are only illustrations or examples of the various types of work and responsibilities that may be performed and required. The omission of specific statements of duties does not exclude them from the position if the work and responsibility are related or a logical assignment to the position. Other duties may be required and assigned.
The duties of the Payroll/Benefits Administrative Assistant shall include, but are not intended to be limited to, the following:
- Responsible for the preparation and processing of biweekly payroll; review and ensure accuracy of approved timesheets; track and deduct all garnishments and other special payroll deductions
- Responsible for the coordination efforts between payroll, human resources, and other departments to ensure proper flow and maintenance of employee data (including preparation/distribution of detailed reports, e.g., leave balances)
- Monitor submissions of approved timesheets, ensure valid data transfers to/from payroll service
- Establish/maintain employee records; ensure that employee changes are entered correctly and made on a timely basis
- Comply with Federal/State/local regulations
- Strong skills using and understanding the flow of transactions in an integrated and automated payroll
- Manage Workers Compensation and Injury on Duty claims
- Coordinate daily benefits processing, including enrollments, terminations, and claims
- Advise and inform employees of the details of the Town's benefit programs
- Resolve benefit-related issues and respond to queries and requests in a timely manner
- Administer COBRA, Unemployment, and all correspondence upon employee termination
- Process health insurance and benefit billing on monthly basis. Make sure benefits balance between what is received and paid out
- Excellent customer service skills with the ability to remain patient under stressful situations and work effectively with a diverse range of employees
- Must be able to interpret and make appropriate decisions and exercise independent judgment
- Excellent organizational skills, ability to meet deadlines and schedules for multiple projects and assignments.
- Strong numerical aptitude and attention to detail
- To interact with the Chief Financial Officer and Payroll Service regarding the Town's biweekly payroll processing to ensure that all payments, benefits and accruals are appropriate, accurate, and audited
- Administers all employee benefit programs, including health, dental, vision, flexible health care spending, life/disability insurance, retirement, section 403 (b) & 457 (b) plans. Responsible for communication of benefit plan features to employees and for resolving problems encountered in obtaining benefits.
- ACA Reporting and issuance of W-2s for all employees
- Act as a primary point of contact for employee inquiries, ensuring smooth enrollment, accurate record-keeping, and compliance with regulations.
- Processes vouchers including federal and state taxes, wage garnishments, deferred compensation, and union dues
- Administers the Flexible Spending Plans and Health Insurance Opt. Out programs
- All other duties as assigned
Competencies
Must have demonstrated professionalism, strong interpersonal and communication skills, written skills, sensitivity to employee concerns/issues, and absolute ability to maintain confidentiality. Excellent organizational skills, ability to meet deadlines and schedules for multiple projects and assignments.
Supervisory Responsibility
This position works under the supervision of the Treasurer/Collector.
Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The noise level in the office work environment is quiet to moderately noisy.
Physical Demands
Minimal physical effort is required to perform administrative duties; the employee is frequently required to stand, walk, sit, speak, and hear, and use hands to operate equipment. Vision requirements include the ability to read and analyze documents and to use a computer.
Position Type and Expected Hours of Work
This is a full-time thirty-seven and half (37.5) hours per week benefit eligible position. Schedule to be determined by Treasurer/Collector.
Travel
Valid driver's license, some local travel required.
Required Education and Experience
1. Five (5) to Seven (7) years of municipal payroll and benefits administration
2. Bachelor’s degree in business administration, finance, or accounting preferred or an equivalent combination of education and experience
Additional Eligibility Qualifications
- Knowledge of Harpers Payroll processing required
- Understanding Social Security, Medicare, and Benefit Administration
- Proficiency in Microsoft Office, Excel, and payroll software programs
- Experience in Municipal Payroll Processing
Work Authorization
Provide appropriate documentation to verify your authorization to work in the United States.
AAP/EEO Statement
The Town is committed to providing equal employment opportunities. The Town will not discriminate against employees or applicants for employment on any legally-protected class status, including, but not limited to race, color, religion, sex, sexual orientation as defined by law, national origin, member of uniformed military services, physical or mental disability, age as defined by law, or genetic information.
Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
