Position: HR Coordinator/Payroll Specialist

Supervisor: HR Generalist/Payroll CFO

Classification: Non-Exempt

Description: The HR Coordinator/Payroll Specialist is responsible for managing end-to-end payroll processing for all Rancho personnel as well as all HR aspects of the employee onboarding process and bi-weekly processing of payroll data for all Rancho and CMOH/RD personnel.

Areas of Expected Proficiency:

Human Resources Duties:

• Manage and oversee New Hire Onboarding Process:

  • Collaborate with the Department Head to ensure Job Descriptions are current for open positions.

  • As assigned, post jobs on internal and external websites, keeping them current as needed

  • Utilizing the ATS, Schedule and coordinate interviews, check references, follow up on status of applicants.

  • Courteously contact applicants not interested in and file applications

  • Obtain necessary Requisitions, New Hire and payroll change forms to include signature from authorized individuals.

  • Verify Live Scan appointments are scheduled. Verify clearance, assist with new employee orientations, coordinate badges, tech requests, and all on boarding with signatures required for smooth onboarding process

  • Data Entry of all New Hires

  • Verification of Data Entries in Paycom

• Complete requests for Verification of Employment for existing and former employees

• Become a livescan roller

• Live Scans

  • Reviews all verifications for clearance

  • Retrieve clearance information for database, as needed

• Ongoing review of all Job Descriptions to ensure accuracy

• Review, process, project and manage all incoming applications.

• Assist with coordination of annual CPR classes and ongoing Sexual Harassment Training and Mandated Reporter Training

• Assisting with maintenance of all certification requirements such as TB certifications, CPR expiration dates and teacher credential renewal dates

• Assisting with maintenance of all certification requirements such as TB certifications, CPR expiration dates for volunteer coaches and communicate with Athletics Department

• Assist employees as needed with documents or HR situations

• Assist with employee performance review schedules

• Process and distribute all employee badges

• Assist with employee disciplinary actions as needed

• Assist with ongoing investigations

• Respectfully and pleasantly field all incoming phone calls, directing them to the appropriate contact and/or helping when possible.

• Other duties as assigned

Payroll Duties:

• Prepare all time cards in collaboration with supervisors and employee in preparation for payroll processing, and send out reminder emails with excellent customer service

• Process bi-weekly payroll by utilizing online payroll software. Batch process time records and prepare payroll adjustments as needed. Manage workflow to ensure all transactions are processed accurately and in a timely manner.

• Ensure payroll is verified and processed within pre-established deadlines. Reconcile payroll prior to transmission.

• Collect and audit time and attendance data, including monitoring time and attendance system to ensure supervisors approve records in a timely manner.

• Assess and apply all payroll policies and procedures in accordance with state and federal guidelines.

• Research, analyze and report payroll problems, questions or discrepancies to the Payroll/HR Generalist.

• Prepare journal entries for all payroll activities.

• Process and maintain W-4 data, wage garnishments and changes in personnel information. Assist Payroll/HR Generalist with yearly W-2 distributions.

• Run payroll reports regularly

• Perform accurate data entry of all new hire information into the online system.

• Under the direction of the Payroll/HR Generalist , provide oversight, training and support for supervisors and employees.

• Under the direction of the Payroll/HR Generalist, calculate pay raises for both hourly and salaried employees (i.e. annual salary increase, minimum wage increase, retro-active raises).

• Process manual checks as needed.

• Maintain payroll system updates, utilize reports as needed, audit and verify payroll information

• Other duties as assigned

Other Expectations:

• Actively and collaboratively participate as a member of the staff team.

• Handle sensitive information professionally and discreetly.

• Keep phone and email communications responsive.

• Perform all other duties as assigned.

Physical Expectations:

Definitions:

N (Not Applicable) Activity is not applicable to this position

O (Occasionally) Occupation requires this activity up to 33% of the time (0 to 3 hrs/day)

F (Frequently) Occupation requires this activity from 33%-66% of the time (3 to 6 hrs/day)

C (Constantly) Occupation requires this activity more than 66% of the time (6 to 8 hrs/day)

Spiritual Qualifications:

• Demonstrate a passion for Christ and his Kingdom through personal spiritual discipline and public ministry.

• Seeks to grow in that relationship with Christ through personal spiritual discipline, education, accountability, and service to His Kingdom

Professional Qualifications:

• High School Diploma or equivalent required

• Three (3) or more years of Human Resource experience in a mid-size company.

• Three (3) or more years of recent payroll processing experience in a company with variable pay classifications. Knowledge of Paycom payroll software desired, but not required.

• Prior knowledge of current HR labor and payroll laws as they pertain to nonprofits- church and schools experience desired, but not required.

• High attention to detail/accuracy highly critical to this role. Strong problem-solving and analytical skills.

• Strong computer skills, including proficiency in Microsoft Excel.

• Strong customer service to employees is a priority.

• Strong work ethic and high degree of professionalism.

• Highly collaborative, team player

• Possesses an understanding of Rancho Christian School and Church and its culture.

• Possesses fluent knowledge of phone systems and basic computer programs, including, but not limited to Word, Excel, Google Docs, Planning Center, Blackbaud, databases, emails, etc.

• Able to keep confidential information that is private and personal in nature.

• Flexible with growth and changes