Payroll Coordinator

Reports to: Payroll Manager

Job Overview: The Payroll Coordinator is responsible for managing payroll processing and related reporting for assigned employee groups. The role involves ensuring the accuracy of payroll data, processing employee changes, resolving discrepancies, and maintaining compliance with relevant regulations. This position requires strong organizational skills, attention to detail, and the ability to collaborate with internal teams.

Responsibilities:

Payroll Processing:

• Save and log payroll totals and ensure accurate record-keeping.
• Upload and process salary, vacation, and sick leave data.
• Import and manage timecard data, ensuring timely payroll processing.
• Handle employee changes including rate adjustments, terminations, transfers, and title updates.
• Clear payroll-related emails and address inquiries or discrepancies promptly.
• Run payroll exports and ensure accurate processing of employee hours.
• Identify and resolve any payroll variances to ensure smooth payroll operations.
• Post payroll reports and update general ledger entries as needed.

Reporting & Audits:

• Create and maintain payroll totals and other relevant reports.
• Download final payroll reports and ensure accurate record-keeping.
• Open new payroll periods and adjust schedules to maintain compliance with payroll cycles.
• Conduct audits of vacation and sick balances, including mandated payouts for terminated employees.
• Generate year-to-date vacation and sick leave reports.
• Assist in the preparation and review of 401(k), tax reports, and unused benefit deductions.

Financial Reconciliation:

• Support the reconciliation of payroll-related general ledger accounts.
• Manage payroll-related financial reports and reconciliations, ensuring alignment with accounting records.
• Prepare workers’ compensation reports and other payroll-related financial data.
• Assist with quarterly tax reports and other regulatory filings.

Additional Duties:

• Perform regular bank reconciliations and resolve payroll discrepancies.
• Collaborate with HR and other departments to ensure employee changes are reflected accurately in payroll systems.
• Provide support for various compliance-related tasks, including state and federal reporting requirements.
• Participate in special projects as assigned by the Payroll Manager.

Qualifications:

• Experience in payroll processing, with familiarity in systems like ADP or similar.
• Strong understanding of payroll regulations, timekeeping systems, and financial reporting.
• Excellent organizational skills and high attention to detail.
• Proficiency in Microsoft Excel and other office applications.
• Ability to manage multiple tasks in a fast-paced environment and meet deadlines.

Preferred Education and Experience:

• Associate or bachelor’s degree in Accounting, Finance, Business Administration, or a related field.
• 3-5 years of experience in payroll or related roles.