Payroll & HR Coordinator

Duties & Responsibilities

• Serve as a backup to the Payroll Manager; independently process bi-weekly hourly payrolls in the Payroll Manager’s absence.
• Auxiliary in the audit and review of timekeeping data prior to each payroll run; identify and resolve discrepancies with supervisors and employees.
• Auxiliary in year-end payroll activities, including W-2 preparation, tax filings, and related compliance tasks.

HR Administrative Coordination

• Coordinate and schedule candidate interviews, pre-employment physicals, and drug screens; communicate logistics to candidates, hiring managers, and vendors.
• Initiate and track background checks through the company’s screening vendor; follow up on pending results and flag issues to HR management.
• Prepare and send new hire paperwork packets; track completion and follow up on outstanding items prior to orientation dates.
• Cook new hire onboarding logistics: system access requests, orientation scheduling, and first-day preparation.
• Process I-9 and E-Verify documentation for all new hires; maintain compliance files.

Reporting & Data Management

• Maintain Excel-based HR and payroll tracking tools, reports, and dashboards used by the HR team.
• Run routine and ad-hoc reports from the HRIS and payroll systems.

General HR Support

• Serve as the first point of contact for employee questions related to Payroll & HR functions; escalate matters to HR or Payroll management appropriately.
• Maintain organized personnel files by scanning, attaching, auditing, and updating documents in the HRIS and SharePoint to ensure data integrity and compliance with document retention standards.
• Perform other administrative duties as assigned to support the HR and Payroll team.

Qualifications

• BSc/BA in Business Administration, Human Resources, Accounting, or a related field preferred.
• Exceptional attention to detail and accuracy, particularly when working with numerical and employee data.
• Strong organizational skills with the ability to juggle multiple tasks, track numerous moving parts, and meet consistent deadlines.
• Ability to handle sensitive and confidential information with professionalism and discretion.
• Clear and professional communication skills for coordinating with candidates, employees, vendors, and managers.
• Proficiency in Microsoft Excel and the ability to learn new systems quickly.
• Prior experience in payroll, HR, accounting, or administration is preferred.
• Experience with HRIS or payroll platforms is a plus.

Physical Requirements

• Ability to lift up to 50 pounds periodically.

Compensation & Benefits

• The starting salary for this position is $65,000, with potential adjustments based on skills, experience, and qualifications.
• Medical: Blue Cross Blue Shield of Illinois HDHP / HSA Plan with employer contributions, Traditional PPO Plan / FSA Plan.
• Dental: Blue Cross Blue Shield of Illinois.
• Vision-Voluntary: EyeMed Employer-Paid.
• Life/AD&D, Short-Term & Long-Term Disability: 401(k) Retirement Savings Plan w/ Company Match: Fidelity.
• Paid Time Off: Based upon years of service, Holiday Pay: 6 paid holidays.

Additional Information

• Marquis operates federally regulated ethanol production facilities subject to extensive legal and safety requirements from the U.S. Department of Transportation, OSHA, EPA, and TTB, which supersede Illinois law to the extent they conflict.
• To comply, Marquis maintains a drug-free workplace and enforces a zero-tolerance drug and alcohol policy through pre-employment, random, post-accident, and reasonable-suspicion testing of all employees.
• Every applicant who receives a conditional offer must pass a drug and controlled-substances screening as a condition of hire.