Payroll/Accounts Payable Coordinator

Description

Payroll /Accounts Payable Coordinator

The Payroll and Accounts Payable Coordinator supports both the Human Resources and Business Offices by ensuring accurate, compliant, and timely payroll processing and vendor payments. This role also serves as a key liaison between departments, providing excellent service to faculty, staff, and administrative teams while maintaining the highest standards of confidentiality, accuracy, and integrity. 

Reports to: Director of Human Resources/Director of Business and Finance

Exempt Status:   Exempt

Qualifications

• Bachelor’s degree in accounting, finance, business administration, or a related field.
• Several years of experience in payroll and/or accounts payable, preferably in an educational or nonprofit organization.
• Demonstrated proficiency with Paylocity payroll or comparable systems.
• Strong organizational, analytical, and time-management skills with exceptional attention to detail.
• Knowledge of federal and state payroll laws, tax regulations, and benefits administration.
• Excellent communication, interpersonal, and service-oriented skills.
• Commitment to the mission and values of Mount Paran Christian School.

All duties and responsibilities are essential job functions and requirements and are subject to possible modifications to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbent(s) will possess the skills, aptitudes, and abilities to perform each duty proficiently. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities.

Physical Requirements

• Prolonged periods working on a computer and performing data entry.
• Ability to sit for extended periods and occasionally move about the office.
• Must be able to lift up to 15 pounds occasionally (e.g., files, boxes of records, or office supplies).
• Frequent use of hands and fingers for typing, filing, and handling documents.
• Visual acuity with or without correction sufficient to perform detailed work and read standard text.
• Auditory ability to communicate effectively with staff and vendors in person and over the phone.

Faith and Community Expectations

• Exhibit a personal commitment to Jesus Christ and support the mission and values of Mount Paran Christian School.
• Integrate faith and biblical principles into daily work practices and professional relationships.
• Abide by the school’s conflict resolution policy based on Matthew 18, demonstrating integrity, patience, and respect.
• Successfully complete required background checks and uphold ethical standards for working within a Christian school environment.Exhibit a personal faith commitment to Jesus Christ and contribute actively to the Christian ethos and mission of the school (such as modeling Christian character, integrating faith into work practices, and supporting staff/family relationships in line with biblical principles)

Requirements

 Payroll Administration

• Process semi-monthly payroll for all school employees, including verifying and entering payroll data, salary adjustments, and benefit deductions.
• Oversee wage calculations, taxes, garnishments, and related deductions in compliance with applicable laws.
• Maintain employee payroll records and update information for new hires, terminations, promotions, benefits, and other changes.
• Compute, verify, and input all payroll data to create payroll checks and electronic funds transfers.
• Calculate and prepare off-cycle or adjustment checks as needed.
• Resolve payroll discrepancies by analyzing information and collaborating with HR and department managers as necessary.
• Prepare and transmit semi-monthly payroll tax reports and monthly retirement and benefits contributions.
• Administer 403(b) plan deductions and remittances.
• Process and maintain FMLA and other leave records to ensure accurate pay.
• Reconcile annual payroll activity and process W-2 forms by January 31.
• Load and verify new tax tables at the start of each calendar year.
• Assist HR leadership with salary computations, benefit deductions, and special analyses or reports.
• Provide guidance to employees regarding payroll and benefits-related inquiries, escalating when appropriate.

Accounts Payable

• Receive, date, and record all incoming invoices; enter and scan them for approval.
• Prepare, print, and distribute checks for approved invoices.
• Secure CFO signature on all payments and ensure proper filing of paid invoices.
• Process reimbursement checks for vendors and staff, and mail or distribute accordingly.
• Record daily entries for unpaid invoices and maintain accurate accounts payable records.
• Reconcile tuition payroll deductions to employee accounts receivable monthly and coordinate with Development for Annual Fund deductions.
• Prepare quarterly and year-end financial reports as assigned by the Director of Business and Finance.

Collaboration and Compliance

• Work closely with HR and Finance to ensure full compliance with institutional, state, and federal regulations.
• Maintain confidentiality and safeguard sensitive employee and financial data.
• Support both Directors with audits, reporting, and year-end reconciliations.
• Stay current on payroll and tax regulations; implement changes as required for compliance.
• Train staff on payroll-related procedures and policies.