Payroll Coordinator

Position Summary

Under the direction of the Payroll Manager, the Payroll Coordinator prepares and processes both the non-exempt and exempt payrolls in a timely and accurate manner in the organization’s HRIS system while ensuring compliance with company policies and applicable federal, state, and local regulations. This role maintains payroll records, responds to employee inquiries, assists with payroll reporting, and works closely with HR, Finance, and external payroll providers.

Responsibilities

1. Support/Service Delivery
   1. Prepares and processes semi-monthly payroll for both exempt and non-exempt employees using current payroll system. 
   2. Reviews and maintains accuracy of weekly timesheets along with vacation and sick balance reports. 
   3. Sets up wage garnishments, child support and tax levy information in payroll system and complete necessary responses to agencies. 
   4. Pro-rates pays and deductions for new hires and terminated employees. 
   5. Creates payroll system reports along with the IT Department, as requested. 

1. 1. Reviews employee timekeeping, attendance, overtime, bonuses, deductions, and other payroll inputs.
   2. Processes payroll adjustments, off-cycle payments, reimbursements, and corrections as needed.
   3. Ensures appropriate federal, state, and local payroll tax withholdings and deductions.
   4. Assists with payroll tax filings, reconciliations, audits, and year-end processes, including W-2 preparation.
   5. Assists with payroll-related accounting activities.
   6. Performs other payroll and administrative duties as assigned.
2. Documentation
   1. Enters all payroll related data into the payroll system. 
   2. Maintains employee files for payroll and bonus calculations. 
   3. Completes all required paperwork that is legible, accurate and uses professional language and meets timelines as prescribed by the Payroll Manager.   
3. Risk Management and Safety
   1. Ensures work is compliant with local, state and federal employment laws and regulations, as well as internal organization policy.
   2. Maintains accurate employee payroll and tax records.
   3. Stays informed about applicable payroll laws, regulations, and company policies.
   4. Maintains confidentiality of employee compensation and personal information.
4. Communication
   1. Responds to employee questions regarding pay, deductions, taxes, direct deposits, and payroll policies.
   2. Coordinates with other HR team members regarding new hires, terminations, salary changes, promotions, and other employee updates affecting payroll.
   3. Partners with Human Resources and Finance to resolve discrepancies and improve payroll processes.
   4. Participates in meetings and other activities internal to Pressley Ridge. 
   5. Collaborates with Pressley Ridge management and administrative staff as needed.  
5. Supervision
   1. Receives supervision. 
      1. Receives supervision from and actively communicate with supervisor on an ongoing basis throughout the week by phone, email, written message and when possible, in person regarding program matters. 

Qualifications

1. Education/Credentials/Licensure:
   1.  Requires a high school diploma or GED.
   2. Associate’s or bachelor’s degree in human resources, accounting or related field, preferred.
   3. Requires a valid driver’s license, safe driving record, and current auto insurance. 
2. Experience:
   1. Requires five (5) years of payroll experience with no degree. Requires three (3) years of payroll experience with degree.   Experience handling multi-state payroll required.
   2. Experience with current HRIS system preferred. 
   3.  Requires excellent to advanced skills in Microsoft Excel. 
   4.  Requires strong attention to detail and accuracy.
   5.  Requires strong organizational and time management skills.
   6.  Ability to handle confidential information with discretion.
   7. Requires the ability to travel, both locally by car and nationally by air, as needed to attend meetings, trainings, conferences and events.
3. Clearances:
   1. DPS
   2. DFPS
   3. FBI
   4. CBCU Eligibility Determination
   5. Child Abuse Clearances

Working Conditions

1. Physical Demands
   1. This position requires operating a keypad device 75% of the day and electronic/office equipment 25% of the day. Travel is required approximately one (1) time per month but can vary and works in weather conditions about 25% of the day. Fingers, thumbs, hands, wrists, elbows, legs and feet are all routinely used throughout the day. The lower and upper torso is used 75% of the day. Employee must meet minimum requirements for hearing, speech, and vision. Walking is required 10% of the day. Standing occurs 10% of the day. Sitting happens 80% of the day. Reaching above the shoulder as well as bending and twisting are performed 10% of the day. This function, on occasion, lifts 20 pounds one (1) time per day. The maximum lift is 50 pounds, one (1) time per day. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.  
2. Mental Demands
   1. Frequently performs multiple tasks.
   2. Occasionally makes quick decisions. 
   3. Continually needs to concentrate, handle distractions, and a diversity of problems.   
3. Environmental Factors
   1. Environmental factors require this position offices and various Pressley Ridge locations/ program inclusive of schools and residential settings.     
   2. Travel, including driving and flying, local and overnight, to various programs/ regions is expected on an as-needed basis to fulfill the duties/ responsibilities of the position. 
4. Working Hours
   1. Traditional office hours with flexibility to meet department and employee/ program needs.