Payroll and Accounting Coordinator

Summary:

The Payroll Coordinator role is responsible for the accurate and timely processing of full-cycle payroll and the administration of related systems and records. This role ensures compliance with all applicable payroll laws and internal policies while supporting retirement plan administration and coordinating with third-party vendors. The Payroll Coordinator works closely with the People Services team to maintain system integrity, troubleshoot issues, and ensure seamless integration between payroll and benefits. Success in this role requires strong attention to detail, analytical skills, and a commitment to continuous improvement in payroll practices and technology.

Essential Job Functions and Responsibilities:

• Payroll Processing and Compliance
  • Administer full-cycle payroll to ensure accurate and timely payment to all employees.
  • Review and audit timesheets, validate required approvals, and transmit payroll in accordance with established deadlines.
  • Maintain accurate and up-to-date payroll records, including documentation of all payroll transactions.
  • Verify and process changes to employee records related to new hires, terminations, leave of absence, and compensation changes.
  • Calculate and process one-time payroll transactions, such as retroactive pay and other non-regular earnings or deductions.
  • Reconcile payroll data before and after transmission to identify and resolve discrepancies.
  • Analyze payroll data to detect trends, anomalies, or compliance issues, and take correction action when necessary.
  • Ensure compliance with all applicable federal, state, and local laws related to payroll, wage and hour regulations, and tax reporting.
• Retirement Plan Administration
  • Support the administration of retirement plans in collaboration with People Services, including employee deductions, employer contributions, and the timely transmission of funds.
  • Ensure retirement plan activities comply with federal regulations and plan requirements related to payroll processing.
  • Coordinate data transfers to third-party administrators and vendors as needed.
  • Assist with the preparation and support of retirement plan audits.
• Technology and Collaboration
  • Partner with People Services team to maintain and enhance payroll systems functionality, resolve issues, and improve processes.
  • Collaborate to ensure accurate integration and alignment between payroll and benefit systems.
  • Stay current with changes in payroll technology and industry best practices to enhance efficiency and accuracy in payroll operations.
• Performs other duties as assigned.

Compliance:

• OSHA CATEGORY DEFINITION: Category 3 - The incumbent in this position has no potential of occupational exposure.
• The incumbent will have access to confidential material and is required to use discretion with this information and comply with STA Confidentiality policy.

Education, Experience, and Licensing Requirements:

• High school diploma or general educational degree (GED) is required. Bachelor’s degree in accounting, finance, or business administration is preferred. A combination of alternative education and experience may be considered in lieu of the formal education requirements.
• A minimum of 1 year experience in payroll including preparation, balancing, internal control, and payroll taxes is required.
• Experience with payroll processing systems is required.

Qualifications and Skills:

• Excellent communication skills are required. Must communicate effectively with all personnel levels and represent the organization publicly.
• Ability to think analytically and problem-solve.
• Ability to handle confidential information with absolute discretion is required.
• Ability to work both independently and as part of a team is required.
• Ability to cope with high levels of stress and able to handle a heavy workload.
• Ability to travel in light and commercial aircraft or drive his/her personal auto in order to meet all job duties and responsibilities.
• Current Driver’s license required.

Physical Environment / Working Conditions:

Normal office environment, travel in light and commercial aircraft, or automobile in order to meet all the duties and responsibilities of the position.

Other:

Southwest Transplant Alliance maintains a policy of nondiscrimination with employees and applicants for employment. No aspect of employment will be influenced in any manner by race, color, religion, sex, age, national origin, physical or mental disability, genetics, sexual orientation, gender identity, gender expression, or any other basis prohibited by statute. In addition to federal law requirements, STA complies with applicable state and local laws governing nondiscrimination in employment in every location in which the STA has staff.

Disclaimer: The preceding description is not designed to be a complete list of all duties and responsibilities required of the Director of People Services.