Payroll & HR Coordinator in Hanover, Vermont at TruDataRx

About TruDataRx

TruDataRx, Inc. uses objective clinical data to help clients improve the clinical efficacy and reduce the costs of pharmacy benefits for its members. We are independent from all players in the pharmaceutical manufacturing and distribution industries, enabling us to best serve our clients. We value the following characteristics in our team members:

• Outward Mindset – foundation of our culture, which influences the right behaviors, that leads to results
• Entrepreneurial – the ability to get things done with resources you don’t control
• Humility – deep comfort in knowing when you don’t know and asking questions
• Collaboration – we always give benefit of doubt that each person has something to contribute

Position Summary

We are seeking a detail-oriented, organized, and proactive Payroll & HR Coordinator to join our Financial Operations team. In this role you will be a part of the employee lifecycle from onboarding to respectful offboarding while ensuring our payroll processing is accurate, compliant and timely. The ideal candidate thrives in a fast-paced environment, possesses exceptional data integrity and can maintain the highest level of confidentiality. While this role requires a high degree of independent focus, you will be an integral part of a collaborative, supportive team.

Essential Functions

Payroll Administration & Processing

• Execute end-to-end multi-state payroll processing on a semi-monthly basis to ensure accurate and timely employee compensation.
• Review, verify, and approve employee Paid Time Off (PTO) requests against company policy.
• Review, approve, and implement employee tax withholding changes (W-4s/state equivalents) within the payroll system. Monitor and code nonresident alien profiles to ensure FICE-exempt flags are accurately set where applicable.
• Pull and audit hourly employee records prior to running payroll to minimize errors.
• Review, audit and process employee expense reports through the Paylocity expense system to ensure compliance with company reimbursement policies.
• Process the timely upload of employee and employer contributions to benefit platforms following each payroll cycle, including 401k employee contributions, loan payments, and medical premiums.

Compliance & Tax Registration

• Manage state tax registrations, establishing new accounts with state and local tax authorities as the company expands.
• Monitor, update, and resolve state tax notices and rate changes within the payroll system.
• Ensure all payroll and HR processes align with federal, state, and local labor laws.

Onboarding & Employee Lifecycle Management

• Assist in the facilitation of a smooth onboarding experience for all new hires by accurately setting up new employee profiles within the Human Resources Information System (HRIS).
• Initiate background checks, submitting IT HelpDesk tickets upon completed checks.
• Manage and verify Form I-9 documentation and ensure federal/state compliance.
• Maintain and update internal employee databases and track Personnel Action Forms (PAFs) for promotions, transfers, and compensation changes.
• Maintain onboarding checklists for timely onboarding processing
• Setup employees in benefit platforms

Offboarding Administration

• Process employee terminations accurately within the HRIS and maintain the offboarding checklist to ensure timely and complete processing.
• Coordinate and administer the offboarding process, including conducting or scheduling exit interviews.
• Promptly terminate employee coverage within various benefit platforms to ensure compliance and cost control.

Other duties as required.*

*This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities and activities may change or new ones may be assigned at any time with or without notice.

Requirements

• Required education: Bachelor’s degree in Business Administration, Human Resources, Accounting or related field
• Required experience: 2 years of experience in a payroll administration role
• Preferred experience: Familiarity with multi-state registration process
• Required industry experience or certification: Understanding of I-9 verification, payroll taxes and general employment laws
• Other specific requirements for the position, Exceptional attention to detail with a proven track record of maintaining accurate databases and personnel records.
• Communication skills: Strong verbal and written communication skills for interacting with employees at all levels.
• Process driven mindset: Ability to create, maintain, and follow structured checklists to ensure compliance and consistency across the employee lifecycle

Company Standard Requirements:

• Ability to work well with others in a collaborative environment
• Ability to get things done with resources you don’t control
• Willingness to admit you don’t know and ask for help
• Exhibit constant curiosity and a drive to problem solve
• Exhibit desire to learn and grow on a continuous basis