Payroll, Benefits, and Contract Coordinator 

Santa Barbara
Part Time
Santa Barbara Museum of Natural History

To apply, please visit:


Title: Payroll, Benefits, and Contract Coordinator 

Classification: Part-time (20-29 hours), non-exempt 

Department: Administration  

Reports To: Business Development Officer 

Wage band: Coordinators & Assistants Level 2 

Pay Range: $24.25 – $27.00, per hour 


Mission: The Santa Barbara Museum of Natural History inspires a thirst for discovery and a passion for the natural world. 


Position Summary: The Payroll, Benefits and Contracts Coordinator will perform a wide range of payroll and benefits related duties, including but not limited to administering payroll, benefits, and leave of absences, and enforcing company policies and practices. The individual in this role is also responsible for creating and maintaining various contract documents, insurance records, and updating the Web Portal tracking system and TrustLayer. 


Payroll and Benefits Specific Responsibilities:  

  • Maintain the integrity and confidentiality of payroll and human resource files and records. 
  • Prepare bi-weekly payroll; review timesheets; distribute paper checks. 
  • Maintain all payroll records and run management reports as required. 
  • Administer health and welfare plans, including benefit enrollments, changes and terminations; update any changes in the HRIS; and provide general benefits administration support.  
  • Process required documents for payroll and insurance providers to ensure accurate recordkeeping and proper deductions. 
  • Assists with new hire orientation, including form I-9 processing and verification. 
  • Assists with open enrollment during benefits renewal. 
  • Reconcile benefits statements and HR related invoices. 
  • Assists with year-end processing including W2s, 1095, etc.  
  • Assists with transactional services through the HRIS as lifecycle events occur: new hires; changes; transfers; terminations; promotions; and leaves of absence. 
  • Assists with the processing of terminations and preparing final paychecks. 
  • Perform customer service functions by answering employee requests and questions about payroll and benefit deductions; referring more complex questions to appropriate employees or management. 
  • Conduct periodic audits of payroll, timekeeping, and payroll deductions. 
  • Assists with the approved drivers list, corresponding with insurance broker for approvals. 
  • Assists with workers’ compensation claims; investigate accidents; advise supervisors on their role with injured employees; maintain records in compliance with state and federal laws. 
  • Assists with unemployment claims and reporting.   
  • Prepare reports as needed, including Patient Centered Outcomes Research Institute (PCORI), Bureau of Labor Statistics (BLS), and other government-required reports. 


Contracts Specific Responsibilities: 


  • As necessary create museum vendor agreement documents. 
  • As necessary send documents to vendor for signature and track receipt for execution, signature and compliance, including W9 forms. 
  • Set up new Vendor in Financial Edge and if necessary, in TrustLayer. 
  • Coordinate and obtain Business Development Officer approval for any exceptions of contract requirements, contract verbiage or insurance requirements. 
  • Maintain vendor records in TrustLayer. 


General Responsibilities: 

  • As assigned by your supervisor, assist in Museum-wide activities. 
  • Work in partnership with staff to build a cohesive team structure . 
  • Support the Museum’s commitment to diversity, equity and inclusion for fellow staff, guests and the community. 
  • Contributes to a positive guest experience by greeting and addressing any questions when encountering guests as they navigate through the Museum and Sea Center. 
  • Ensure workspace is clean and clear of clutter consistent with Museum performance and safety procedures. 
  • Perform other related duties as assigned. 


Essential Requirements: 

  • Working knowledge and understanding payroll and CA wage and hour laws are essential.  
  • Excellent verbal, written, analytical and problem-solving skills. 
  • Strong interpersonal skills and willingness to interact with employees. 
  • Team player with a positive attitude. 
  • Excellent time management skills with a proven ability to meet deadlines. 
  • Strong organization, accuracy and attention to detail. 
  • Confidentiality, discretion and integrity. 
  • Proficient with Microsoft Office Suite or related software. 
  • Proficiency with or the ability to quickly learn the organization’s HRIS and Payroll management systems (Paylocity). 
  • Ability to work occasional overtime hours and occasional weekend hours. 

Preferred Requirements:  

  • Minimum 3 years’ experience working in administration, payroll or accounting.  
  • Interest in the natural world and science. 
  • Non-profit experience, a plus. 
  • Ability to speak conversational Spanish, a plus. 


Work Environment: 

  • This is an onsite position (no remote work). 
  • General office environment with occasional work throughout the Museum’s facilities (Sea Center, galleries, conference rooms, and exhibit halls) and outdoors. 
  • Significant telephone and computer work (repetitive movement – typing). 
  • Frequent sitting, standing, walking, climbing stairs and bending with occasional lifting of light loads (25 lbs.). 


The incumbent must be able to perform each requirement of the position as outlined in the job description.  Essential Requirements are representative and are essential for satisfactory job performance. The Work Environment characteristics are representative of those that may be encountered while on the job. The Museum will make reasonable accommodations to enable individuals with disabilities to perform the essential functions of the position. 


*The pay range above represents the lowest possible rate for the position and the highest possible rate. Factors that may be used to determine where newly hired employees will be placed in the pay range include the employee specific skills and qualifications, relevant years of experience and comparison to other employees already in this role. Most often, a newly hired employee will be placed below the midpoint of the range. 

Leave a Response

Leave a Reply

This site uses Akismet to reduce spam. Learn how your comment data is processed.

Back to top