Payroll Coordinator- Agency Admin

Enjoy making a difference? Join the team at FREE, enriching the lives of others, one individual at a time.

Family Residences and Essential Enterprises, Inc. (FREE) benefits and proudly supports more than 4,000 individuals with intellectual / developmental disabilities, mental illness and traumatic brain injury. It is the mission of FREE to support people of all abilities reach their full potential and thrive in their communities. FREE provides a diverse array of supports and services including: housing; recovery services; transition to work; employment; day, community and family services; respite; crisis services; education and after school support; specialty health services; and advocacy.

POSITION SUMMARY
The Payroll Coordinator is responsible for administering and maintaining the payroll system and timekeeping platform to ensure accurate and timely payroll processing, including bi-weekly and off-cycle payrolls. This role reviews and resolves timesheet discrepancies, monitors payroll exceptions, and prepares required payroll, retirement, and audit reports. The position serves as the primary point of contact for payroll-related inquiries, supports internal and external audits, manages 401(k) retirement file submissions, and contributes to process improvement initiatives, including automation and documentation of payroll procedures.
DUTIES, RESPONSIBILITIES, AND ESSENTIAL FUNCTIONS

• Administers and maintains the timekeeping platform, including analyzing employee timesheet punches and resolving discrepancies to ensure timely and accurate reporting.
• Administers and maintains the Dayforce payroll system, ensuring accuracy of payroll data.
• Reviews exempt shortfall each pay period and makes necessary adjustments.
• Monitors and assists with resolving payroll exceptions in TRI and FREE payroll.
• Assists in accurately and promptly processing bi-weekly employee payroll as well as off-cycle payrolls.
• Compiles and submits monthly or quarterly payroll reports as required.
• Analyzes and compiles payroll reports identifying trends and issues needing resolution.
• Completes Dayforce retirement files for TRI and FREE each pay period.
• Completes submissions for retirement files by designated due dates.
• Completes census submissions to applicable state/federal agencies as needed.
• Collaborates with Payroll Supervisor to improve and update payroll processes and procedures.
• Serves as the primary point of contact for employees regarding payroll related questions and providing prompt and professional support.
• Assists with internal payroll audits as needed.
• Reviews and processes mileage reimbursement requests.
• Reviews and enters garnishment notices into the payroll system.
• Reviews and processes payroll correction request forms.
• Creates and manages yearly payroll folders.
• Coordinates the workers compensation audits for all applicable entities.
• Serves as the primary point of contact for the agency’s 401k retirement plan audit
• Serves as secondary point of contact for payroll processing
• Assists with yearend activities and prepare related reports as needed.
• Provides assistance to the finance team with additional tasks and projects as required
• Serves as the lead in automating current manual processes
• Helps document procedures for payroll processes.
• Assists employees with payroll related questions.
• Ensures that all required documentation (paper and electronic) is completed /processed appropriately, in a timely manner, and meets quality and compliance thresholds.
• Performs other duties as assigned.

Responsibilities of All FREE Employees

• Always communicates in a respectful manner with all people including the people we support, supervisors, other valued team members, and members of the community.
• Complies fully with FREE’s confidentiality policies by holding in strictest confidence all information pertaining to members, residents, the people we support and their families, clients, providers, contractors, and employees.
• Meets all safety training requirements; adheres to all safety policies and reports any and all unsafe conditions; takes measures to prevent accidents and/or eliminate conditions that pose a safety or health risk.
• Coordinates, supports, attends and participates in all required events/ meetings/ reviews/ committees, including ones outside of standard working hours.
• Meets all job requirements and stays in compliance.
• Adheres to FREE’s standard of ethical behavior as outlined in the Employee Handbook and Code of Conduct as well as applicable laws and regulations.

Please note the above duties, responsibilities, and essential functions are a non-exhaustive list, and may be changed by FREE at any time, with or without notice to the employee.

QUALIFICATIONS

• Education:
• High school diploma or equivalent required
• Experience:
• Minimum of five (5) years of payroll experience including bi-weekly and off-cycle payroll processing, auditing, 401(K) file submissions, and managing and resolving payroll/timekeeping issues.
• Specialized Training, Licenses, Certifications:
• Not required, training will be provided upon hire as needed
• Knowledge, Skills, Competencies, and Abilities:
• Advanced knowledge of Dayforce highly preferred
• Proficient in Microsoft Office Applications; intermediate Excel skills including pivot tables, VLOOKUPs, etc. required
• Excellent written and verbal communication skills
• Strong problem-solving, time management, interpersonal, and organizational skills
• Demonstrated ability to work in a team environment with flexibility, keeping others informed and anticipating needs is essential
• Other Requirements:
• Valid driver’s license required

WORK ENVIRONMENT
This role is performed in person in an office environment. Minimal travel may be required.
PHYSICAL REQUIREMENTS

• Employee is required to sit, walk and stand for prolonged period of time (at least 8 hours).
• Employee is required to effectively communicate both verbally and in writing.
• Employee is required to operate standard office equipment such as computers, phones, photocopiers, fax and filing cabinets.
• Employee is required to reach with hands and arms.
• Employee is required to bend, stoop, kneel, crouch or stand on a stool as needed.
• Employee is required to be able to lift 50 pounds at a time.

Notwithstanding the above listed physical requirements of this position, FREE will provide reasonable accommodations to allow employees to perform the essential functions of the position, provided such reasonable accommodations do not cause undue hardship on FREE.

FREE is an equal opportunity employer and provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, gender, gender identity, sexual orientation, national origin, age, disability, genetics, or any other protected characteristic. In addition to federal law requirements, FREE complies with applicable state and local laws governing non-discrimination in employment in all of its locations. This policy applies to all terms and conditions of employment, including, but not limited to, recruiting, hiring, placement, promotion, termination, recall, transfer, leaves of absence, compensation, and training.

Family Residences and Essential Enterprises’ affirmative action efforts related to protected veterans and individuals with disabilities are set out and described in our affirmative action plan for protected veterans and individuals with a disability. If you have any questions or would like to view the affirmative action plan, please visit our website www.familyres.org