Employee Compensation Coordinator (Hybrid)

Employee Compensation Coordinator (Hybrid in Greenfield, IN)

Position Summary

The Employee Compensation Coordinator coordinates employee pay rate adjustments based on approved service hours

and the company’s established sliding pay scale. The coordinator verifies proposed rates, obtains management approval,

communicates authorized changes to employees, secures signed agreements, maintains confidential records, and advises

the Payroll Department of approved changes for implementation. This role does not directly update the payroll system.

Essential Duties and Responsibilities

Pay Rate Review and Calculation

• Review approved employee service hours to determine eligibility for compensation adjustments.

• Calculate applicable pay rates according to the company’s established sliding pay scale.

• Verify approved hours, corresponding pay tiers, and proposed compensation changes.

• Identify and report discrepancies to management.

• Prepare proposed pay rate adjustments for management review and approval.

Management Approval and Authorization

• Submit proposed compensation adjustments to designated management personnel for review and approval.

• Monitor pending approval requests and follow up as necessary.

• Verify authorization before communicating compensation changes to employees.

• Document approved rates, effective dates, and management authorization.

• Escalate missing approvals, discrepancies, and requests for exceptions.

Employee Communication

• Contact employees after management approval to discuss authorized pay rate adjustments.

• Explain the approved pay change, applicable sliding pay scale, and effective date.

• Answer general questions and refer disputes or exception requests to management.

• Maintain professional and confidential communication.

Compensation Documentation and Employee Signatures

• Prepare company-approved Employee Pay Rate Change Agreements in PDF format.

• Verify employee information, approved pay rate, and effective date.

• Distribute agreements through the approved electronic signature process.

• Track outstanding agreements and follow up to obtain signatures.

• Review completed agreements for missing information and escalate unresolved issues.

Document Management and Recordkeeping

• File completed signed agreements in the appropriate secure employee record.

• Follow company procedures for document naming, storage, and retention.

• Maintain supporting records of approved hours, calculations, authorizations, and employee acknowledgments.

• Restrict access to confidential compensation information to authorized personnel.

Payroll Notification and Coordination

• Notify the Payroll Department of approved compensation adjustments.

• Provide the approved pay rate, effective date, and required supporting documentation.

• Verify information submitted to payroll matches management authorization.

• Communicate changes within payroll processing deadlines.

• Follow up to confirm payroll has completed the requested adjustment.

• Report discrepancies and coordinate resolution with payroll and management.

• Record payroll notifications and confirmations.

• Do not enter, modify, or process employee pay rate changes directly in the payroll system.

Compensation Tracking and Follow-Up

• Maintain a tracking system for compensation adjustment requests from review through payroll confirmation.

• Track approvals, employee contacts, outstanding signatures, filed agreements, and payroll notifications.

• Follow up on outstanding items and report delays to management.

• Provide accurate status updates on pending, completed, and unresolved requests.

Qualifications and Competencies

Required Qualifications

• Bachelors degree OR equivalent work history required; additional education in business, human resources, or healthcare

administration preferred.

• Prior administrative, human resources, payroll coordination, or healthcare office experience preferred.

• Proficiency in Microsoft Excel, Outlook, PDF documents, and electronic filing systems.

• Ability to calculate rates using a sliding pay scale accurately.

• Strong communication, organization, confidentiality, and attention to detail.

Knowledge, Skills, and Abilities

• Mathematical accuracy and reliable data-entry skills.

• Ability to interpret and apply compensation guidelines consistently.

• Strong documentation, recordkeeping, and time-management skills.

• Familiarity with electronic signatures and document management.

• Ability to identify discrepancies, escalate concerns, and coordinate across departments.

Performance Expectations

• Accurately review and calculate proposed compensation adjustments.

• Obtain required management approval before notifying employees.

• Communicate changes professionally and secure completed agreements.

• Maintain organized, confidential records and notify payroll promptly.

• Follow up to verify payroll implementation and keep tracking records current.

Position Accountability and Authority

The Employee Compensation Coordinator is responsible for the administrative coordination, communication,

documentation, and tracking of authorized compensation adjustments. The coordinator does not independently establish

compensation policies, approve exceptions, authorize changes, or modify pay rates in the payroll system. The Payroll

Department is responsible for entering and processing authorized changes.

All adjustments must comply with company policy and applicable wage and hour laws. Legally required wage payments or

corrections must not be delayed solely because an employee signature remains outstanding.

Pay

$30 -$35 p/h based on experience