Payroll Coordinator

Title: Payroll Coordinator

State Role Title: 19013

Hiring Range: $51,176 - $70,263

Pay Band: 3

Agency: Dept Behavioral Health/Develop

Location: Southeastern VA Training Ctr

Agency Website: https://dbhds.virginia.gov/facilities/sevtc/

Recruitment Type: General Public - G

Passionate about helping others? Start a rewarding career at Southeastern Virginia Training Center!

Southeastern Virginia Training Center (SEVTC) is seeking a highly organized and detail-oriented Payroll Coordinator to join our Fiscal Services team.

The Payroll Coordinator is responsible for accurately processing, reviewing, and auditing payroll transactions and maintaining appropriate documentation to ensure payroll activities comply with agency, state, and federal requirements.

About Us

At Southeastern Virginia Training Center (SEVTC) we serve citizens diagnosed with intellectual and developmental disabilities. We are an intermediate care facility operated by the Department of Behavioral health and Developmental Services (DBHDS) where we support individuals in state-of-the-art homes with accommodations unique to their specific needs. At SEVTC, we take pride in providing our individuals with a person-centered approach, fostering their independence, and ensuring their life is fully realized to their potential. Our employees are our most valuable asset, and we take time to invest in their health, wellness, and happiness.

About the Role

This position performs a variety of complex payroll functions and works closely with Human Resources, Fiscal Services, employees, and other appropriate partners to ensure accurate and timely payroll processing.

Essential Duties and Responsibilities

• Coordinate and perform payroll functions for SEVTC employees, including semi-monthly payroll processing.
• Establish and maintain employee payroll records, deductions, tax withholdings, garnishments, tax liens, bankruptcy payments, and child support payments.
• Review employee time records and process additional time, lost time, leave payments, workers' compensation, VSDP, promotions, leave without pay, and other payroll adjustments.
• Review and audit payroll reports for accuracy prior to payroll certification.
• Prepare special payroll transactions, including replacement checks, moving expenses, and other adjustments as required.
• Coordinate payroll processing activities with appropriate payroll partners.
• Perform monthly reconciliation of Virginia Retirement System (VRS) and healthcare-related payroll transactions.
• Review Optional Life Insurance changes prior to payroll certification.
• Prepare payroll-related reports, including wage and overtime reports.
• Prepare and/or review quarterly and annual payroll and tax reports, including W-2 information and VEC quarterly tax reporting.
• Ensure payroll-related tax information is accurate and processed within applicable state and federal deadlines.
• Respond to employee questions regarding payroll, salary, and benefits and collaborate with Human Resources on payroll-related matters.
• Maintain accurate payroll records and documentation in accordance with state requirements and internal and external audit standards.
• Distribute payroll reports and develop management reports as requested.
• Manage and operate the UKG WFM/Kronos computerized timekeeping system and serve as the UKG Security Officer.
• Maintain UKG WFM user access and ensure access is appropriately established, updated, and removed.
• Provide UKG/timekeeping information and training new employees during orientation.
• Perform other duties as assigned.

This position is considered essential personnel and would be required to work in the event of an emergency or facility need. All SEVTC positions are required to work different shifts and/or overtime as requested.

All new hires must successfully complete the facility’s pre-service training program. Preservice training class is 5 days long from 8:00 am to 4:30 pm.

Skills and experience required:

• Knowledge of generally accepted accounting principles and governmental accounting practices.
• Knowledge of state and federal labor and tax laws.
• Knowledge of payroll deductions, including garnishment processes.
• Experience performing payroll and/or accounting functions.
• Experience reconciling complex accounting and payroll data.
• Strong computer skills and the ability to work effectively with computerized payroll and timekeeping systems.
• Demonstrated experience using UKG/Kronos Timekeeping and Cardinal Payroll systems.
• Strong organizational skills with the ability to manage multiple priorities and meet strict payroll deadlines.
• Ability to maintain accuracy and confidentiality when working with sensitive employee and payroll information.
• Strong interpersonal and customer service skills and the ability to effectively communicate with employees, coworkers, supervisors, and other stakeholders.
• Ability to respond appropriately to feedback and work collaboratively in a team environment.
• Valid, active driver's license.

Bonus Points

• Post-secondary education in accounting, finance, business administration, or a related field.
• Considerable experience performing payroll and accounting functions for a large employer.
• Experience processing complex payroll transactions in a governmental, healthcare, institutional, or similarly regulated environment.
• Extensive experience using UKG WFM/Kronos and Cardinal.
• Experience with payroll reconciliation, tax reporting, garnishments, benefits deductions, and payroll auditing.

What we offer:

We offer an array of benefits to help you take care of you and your family:

• Health, vision and dental; multiple plan choices!
• Health and dependent care flexible spending accounts.
• 13 paid holidays.
• Paid time off to include sick leave, family personal leave, annual leave, parental leave and more!
• Life and long-term care insurance.
• Retirement and savings to include - membership in the Virginia Retirement System (401(a) defined benefit plan) and the commonwealth’s deferred compensation plan.
• Short-term and long-term disability benefits.
• Employee assistance program, wellness, employee discounts and so much more!

Person Centered. Community Based.

SEVTC’s mission is to provide quality, person-centered services for individuals with intellectual and developmental disabilities and their families in partnership with a community-based system of support.

We envision SEVTC as a center of excellence providing specialized support that enable successful community living for individuals with intellectual, developmental and behavioral challenges across the state of Virginia.

Our values reflect an environment where: individuals lead self-determined lives that focus on empowerment, dignity and respect, employees are valued and appreciated as out most import asset, individuals and employees live, work and play in an environment that is safe and free from harm, collaboration with DBHDS, community partners, and family members is welcomed and fostered, and resources are utilized in a thoughtful and efficient manner.

SEVTC’s mission is to provide quality, person-centered services for individuals with intellectual and developmental disabilities and their families in partnership with a community-based system of support.

We envision SEVTC as a center of excellence providing specialized support that enable successful community living for individuals with intellectual, developmental and behavioral challenges across the state of Virginia.

Our values reflect an environment where: individuals lead self-determined lives that focus on empowerment, dignity and respect, employees are valued and appreciated as out most import asset, individuals and employees live, work and play in an environment that is safe and free from harm, collaboration with DBHDS, community partners, and family members is welcomed and fostered, and resources are utilized in a thoughtful and efficient manner.

 Special Instructions

You will be provided with confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to “Your Application” in your account to check the status of your application for this position.

Application Requirements: Applications and résumés for this position are accepted electronically through the Commonwealth of Virginia’s Electronic Recruitment System only. Interview decisions will be based solely on the information provided in your electronic application and/or résumé. Please ensure you detail all relevant work experience clearly and specifically; we will not make assumptions about your qualifications. You will receive confirmation of receipt once your application and/or résumé has been successfully submitted. To check the status of your application, refer to “Your Application” in your account.

Applications/résumés will begin to be reviewed within five (5) days of the posting date.

Background Investigation: All applicants are subject to an extensive background investigation and a pre-employment drug screening. This investigation may include fingerprint checks (State Police, FBI), local agency checks, Department of Social Services/Child Protective Services checks, employment verification, and verification of education relevant to the position.
Under Virginia Code §§ 37.2-314 and 37.2-408.1, the Department of Behavioral Health & Developmental Services (DBHDS) cannot employ or utilize as volunteers' individuals convicted of specific ("barrier") crimes or those with pending "barrier" charges.
Reasonable Accommodations: Reasonable accommodations are available to individuals with disabilities during the application and/or interview process in accordance with the Americans with Disabilities Act. If you require assistance or accommodation, please notify Human Resources at sarita.jordan@dbhds.virginia.gov during business hours (8:00 a.m. to 4:30 p.m.).
Equal Opportunity: The Commonwealth of Virginia is committed to conducting all aspects of human resource management without regard to race (or traits historically associated with race, including hair texture, hair type, and protective hairstyles such as braids, locks, and twists), sex, color, national origin, religion, sexual orientation, gender identity or expression, age, veteran status, political affiliation, disability, genetic information, and pregnancy, childbirth, or related medical conditions.* There shall be no retaliation against anyone making allegations of violations of this policy.
Veteran Preference: DBHDS is a Virginia Values Veterans (V3) certified employer and provides hiring preference to qualified veterans and service members. We highly encourage veterans, active members of the Virginia National Guard, and U.S. Military Reserve members to apply and respond accordingly on the state application.

 Contact Information

Name: Sarita Jordan

Phone: (757) 424-8545

Email: sarita.jordan@dbhds.virginia.gov

In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly COD) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their AHP Letter. Requesting an AHP Letter can be found at AHP Letter or by calling DARS at 800-552-5019.

Note: Applicants who received a Certificate of Disability from DARS or DBVI dated April 1, 2022- February 29, 2024, can still use that COD as applicable documentation for the Alternative Hiring Process.