Position Overview
The Payroll, Benefits & Accounting Coordinator is responsible for supporting the accurate and timely processing of payroll, administering employee benefits programs, and performing key accounting functions. This role serves as a primary point of contact for employees regarding pay and benefits inquiries, ensures compliance with applicable federal and state regulations, and maintains organized, confidential employee records.
The ideal candidate is detail-oriented, trustworthy, highly organized, and comfortable working independently in a fast-paced environment.
Core Responsibilities
Payroll Processing
- Process bi-weekly payroll with 100% accuracy and on schedule for all SmartPro employees
- Add new employees to QuickBooks payroll module and process terminations in the QB system
- Run time reports and verify all worked hours with each hourly employee prior to each payroll run
- Enter all worked hours, salary adjustments, wage changes, and deductions into QuickBooks
- Ensure proper withholding of federal, state, and local payroll taxes; register in new states for payroll tax withholding as needed
- Set up SIMPLE IRA deductions and contributions in payroll; submit bi-weekly totals via Wealthscape
- Enter Wellness Plan deductions and reimbursements into QB payroll (WEL125, WIMPER, WELSVC)
- Notify OSJ of bi-weekly payroll reclasses to Compensation Statements
- Coordinate with Finance to reconcile payroll accounts and process journal entries
- Maintain payroll records in compliance with federal and state record-keeping requirements
- Calculate bonus options as requested by management
- Compile employee costs for annual budget preparation
- Process and distribute W-2 forms at year-end
Benefits Administration
- Serve as the primary point of contact for all employee benefits inquiries (health, dental, vision, life, disability, FSA/HSA, etc.)
- Run the annual open enrollment process: coordinate communications, system updates, and employee support
- Process new hire benefits enrollments, qualifying life event changes, and termination/COBRA notifications
- Notify insurance carriers of new hires, terminated employees, and salary changes for disability coverage
- Process and reconcile monthly benefits invoices (Florida Blue, Colonial, Bay Bridge, Safe Harbor, disability/life, etc.) and submit for approval and payment
- Liaise with benefits brokers, carriers, and vendors to resolve coverage and billing issues
- Maintain benefits records and ensure data accuracy across HRIS and carrier portals
- Notify employees of benefit eligibility and options
Human Resources
- Track all employee 90-day probation dates and annual performance review and salary adjustment timing
- Track metrics for performance reviews and bonuses
- Assist managers with developing job descriptions and help-wanted ads; post openings on online recruiting sources
- Perform reference checks, E-Verify, and collect required I-9 documentation
- Assist managers with employee counseling and performance improvement plans as needed
- Track employee census data and update as needed
Compliance & Recordkeeping
- Maintain accurate and confidential employee files in accordance with legal requirements
- Support audits by gathering required payroll and benefits documentation
- Stay current on changes to payroll tax laws, benefits regulations, and HR compliance requirements
- Ensure I-9 forms are properly completed, stored, and audited
- Ensure compliance with all DOL, state, and federal employment regulations
- Process and coordinate workers’ compensation claims with injured employees and manage annual workers’ comp audits
- Process unemployment/re-employment claims and coordinate state unemployment audits
Accounting & Billing
- Check finance department mailbox; save all invoices and receipts to the expenses drive and follow up on any missing documentation
- Download all accounting transactions from bank accounts into QuickBooks; ensure receipts are attached and expenses are properly categorized
- Obtain W-9 forms, enter vendor data into QB, and process and distribute 1099 forms at year-end
- Print local checks as needed and make bank deposits
- Monitor and log new subscriptions, recurring monthly expenses, and cancellations
Qualifications
Required
- 2+ years of experience in payroll processing, benefits administration, or a combined HR/accounting role
- Proficiency with QuickBooks payroll module or comparable payroll software
- Strong working knowledge of federal and state payroll tax regulations and benefits compliance requirements
- High level of accuracy, integrity, and discretion when handling sensitive employee and financial data
- Excellent organizational and time management skills with the ability to meet strict processing deadlines
- Strong written and verbal communication skills
Preferred
- Familiarity with Florida-specific payroll tax and employment law requirements
- Accounts payable and general accounting knowledge
- Background in financial services, advisory firms, or insurance environments
- SHRM-CP, CPP (Certified Payroll Professional), or equivalent certification
About SmartPro Financial
SmartPro Financial is a Dave Ramsey focused company. We have rep-advisors located across the United States, but our headquarters is located in Lakewood Ranch, FL. We focus on helping clients win with money by following Dave Ramsey’s baby steps.
Please visit our website at: https://smartprofinancial.com
Securities offered through Registered Representatives of Cambridge Investment Research, Inc., a Broker/Dealer, member FINRA/SIPC. Advisory services offered through Cambridge Investment Research Advisors, Inc., a Registered Investment Advisor. Cambridge and SmartPro Financial are not affiliated.
Pay: From $25.00 per hour
Benefits:
- Health insurance
- Paid time off
Education:
Experience:
- Payroll : 1 year (Required)
- Microsoft Excel: 1 year (Required)
- Accounting: 1 year (Preferred)
Work Location: In person
