JOB DESCRIPTION

POSITION TITLE: Payroll Coordinator

DEPARTMENT: Human Resources

FLSA STATUS: Non-Exempt

PAY GRADE: 9

REPORTS TO: Accounting/Payroll Manager and Director of Human Resources

GENERAL DESCRIPTION OF DUTIES

The purpose of this position is to support the Agency’s needs by applying Generally Accepted Accounting Principles, its conventions and definitions in Payroll, Budgeting, Financial Analysis, Reporting and HRIS systems to complete job functions. Generates and processes the agency’s bi-weekly payroll, HRIS reports and maintains the integrity of the HRIS system.

SPECIFIC DUTIES AND RESPONSIBILITIES

ESSENTIAL JOB FUNCTIONS

The list of essential functions, as outlined herein, is intended to be representative of the tasks performed within this classification. It is not necessarily descriptive of any one position in the class. The omission of an essential function does not preclude management from assigning duties not listed herein if such functions are a logical assignment to the position.

Payroll:

Review, transmit, verify transmitted payroll and generate necessary reports which entails the following essential tasks but not limited to:

• Experienced in State, Federal, FLSA and Wage and Hour payroll regulations

• Working with Program Managers to ensure timecards are completed correctly and timely – (send reminders, etc.)

• Ensuring all timecards have appropriate clock in and clock out with missing punch form if needed

• Processing accrual import for unexcused pay codes and verifying proper deduction from accrual banks
• Calculating and posting manual payroll checks including voids and direct deposit reversals
• Calculating and inputting retroactive and bonus payroll checks
• Verifying calculations of and inputting Mileage Reimbursement Requests via Excel and HRIS entry/import
• Reconciliation of employee FMLA time off entries on employee timecards

• Calculating, processing and responding to garnishments
• Entry of employee 401K deductions (biweekly contribution, loans, etc) into HRIS system

• Ensuring employee accrual balances are accurate each payroll and year end roll over 
• Sorting and distributing payroll checks (mail or provide to managers)
• Uploading payroll accruals and payroll reversals into Financial Edge after payroll processed – entry of data, verification of data, etc
• Producing and distributing payroll reports to department managers timely
• Processing RFH and RFPA documents in the Treeno and HRIS systems timely and accurately
• Preparing bi-weekly, monthly, quarterly and year-end payroll statements for program managers
• Processing fund number changes in appropriate systems

• Payroll filing
• Payroll archiving annually or more frequently if needed

• Annual review of employee’s with tax exempt status including employee mailing and update of HRIS system by IRS deadline
• Annual W-2 reconciliation and distribution by deadline
• Providing payroll processing training to employees as needed

HRIS System:

Maintain and ensure integrity of HRIS system which entails the following essential tasks but not limited to:

• HRIS password reset, security set up, mobile access set up
• Collaborating with IT and ADP on time clock issues 

• Entering new hires and rehires into HRIS system with all corresponding necessary data (tax, direct deposit, 401K, garnishments, etc)
• Updating employee data in HRIS system as needed

• Archiving terminated employees in HRIS system monthly (leaving only 3 months of terminated employees)

• Ensuring EEO data is entered for all employees to ensure accurate EEO annual reporting (establishment, Gender, Ethnicity, race, etc)
• Generating EEO annual reports, ensure data integrity and report on EEO website by annual due date
• Adding new job titles to system

• Communicating with HRIS vendor to resolve system or employee payroll issues
• Gathering data and necessary reports for payroll, 401K, and other audits 
• Resolving HRIS file feed transmission or data errors with HRIS vendor
• Assisting in coordination of custom reports from HRIS system with HRIS vendor for management
• Generating HRIS reporting for PARS system

ADDITIONAL JOB FUNCTIONS

• Attending HRIS or payroll training sessions to stay up to date of new releases or new laws
• Completes Employment Verifications (work number or CRT letter format)

• Creates annual Holiday calendar for distribution
• Creates annual Payroll calendar for distribution

• Attends HR Staff meetings and prepares meeting notes
• Primary back up for Front Desk Reception/HR Assistant break coverage daily
• Primary back up for Front Desk Reception/HR Assistant coverage when out of office – refer to HR Staff coverage schedule 

MINIMUM TRAINING AND EXPERIENCE

Education: Bachelor degree in Accounting, Finance, Economics or Business Administration required OR over seven (7) years experience in the payroll field. 

Minimum Years of Experience: A minimum of seven (7) years of payroll related experience. Must have prior automated payroll processing services experience.

Demonstrated Skills: Requires Windows, financial software and MS Office skills with advanced skills in MS Excel and MS Word. Must have excellent oral and written communication skills, customer service and organizational skills.

Knowledge: Knowledge of Generally accepted accounting practices and principles, Fund or governmental accounting practices and principles.