Payroll Coordinator

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Payroll Administrator

Role Purpose / Mission

The Payroll Administrator supports the accurate and timely processing of payroll for Webco Industries. This role is responsible for entering and maintaining payroll-related data, verifying time records, assisting with payroll audits, and ensuring employee pay is processed correctly and on schedule. As a key link between employees, HR, and Finance, the Payroll Coordinator helps ensure a high standard of service, confidentiality, and compliance—supporting a culture rooted in trust, integrity, and teamwork.

Key Responsibilities

• Payroll Data Entry & Validation: Input and review employee time, attendance, and payroll changes such as new hires, terminations, bonuses, and deductions.
• Timesheet Verification: Audit employee time records for accuracy, including overtime and paid time off (PTO), and resolve discrepancies.
• Payroll Support: Assist in processing regular and off-cycle payrolls under the direction of the Payroll Manager.
• Compliance Assistance: Help ensure payroll is processed in accordance with company policies and legal regulations (e.g., FLSA, state wage laws).
• Employee Support: Serve as a resource for employee payroll questions, providing clear and timely responses with professionalism and confidentiality.
• Reporting & Documentation: Generate payroll reports, maintain payroll files, and assist in year-end processing and W-2 distribution.
• Collaboration with HR & Finance: Coordinate closely with HR and accounting teams to ensure alignment in employee records and financial reporting.
• System Maintenance: Support updates to payroll systems (e.g., ADP, Paycom) and help test changes as needed.

Core Competencies & Skills

Skill/Competency

Description / Tools

Payroll Fundamentals

Understanding of payroll basics including pay cycles, deductions, and overtime.

Data Entry Accuracy

High attention to detail and strong organizational skills.

Timekeeping Knowledge

Familiarity with time and attendance systems and rules.

Confidentiality & Ethics

Maintains complete discretion with sensitive employee and payroll data.

Communication Skills

Ability to explain pay issues clearly and professionally to employees.

Payroll Software Experience

Experience with platforms like ADP, Paycom, or other payroll systems.

Customer Service Orientation

Provides responsive and supportive service to employees and internal teams.

Problem-Solving

Able to identify discrepancies and work through corrections efficiently.

Character Attributes / Soft Skills (Aligned with Webco’s Core Values)

Attribute

Description / Observable Behaviors

Integrity

Demonstrates honesty and transparency in managing sensitive payroll data.

Trustworthiness

Dependable in handling responsibilities with precision and confidentiality.

Team-Oriented

Collaborates effectively with Payroll, HR, and Finance to meet shared goals.

Detail-Oriented

Carefully reviews information and ensures high accuracy in all payroll tasks.

Responsive

Acts quickly to resolve payroll issues and answer employee questions.

Discretion

Maintains confidentiality at all times when handling personal employee data.

Dependability

Meets deadlines and follows through on all assigned responsibilities.

Performance Indicators / Success Metrics

• Payroll Accuracy: Low error rate in data entry, pay calculations, and deductions.
• Timeliness: Completion of tasks in alignment with payroll schedules and deadlines.
• Employee Satisfaction: Prompt and helpful resolution of payroll questions or concerns.
• Timekeeping Compliance: Accurate tracking and validation of employee hours and PTO.
• Record Accuracy: Up-to-date and compliant payroll records and documentation.
• Audit Readiness: Proper documentation maintained for internal or external audits.

Required & Preferred Qualifications

Required:

• Education: Associate’s degree in Business, Accounting, or related field, or equivalent experience.
• Experience: 2+ years of experience in payroll, accounting, or HR administration.
• Skills: Familiarity with payroll processes, timekeeping systems, and Microsoft Excel.
• Detail Orientation: Strong attention to detail, confidentiality, and organizational skills.

Preferred:

• Certifications: FPC (Fundamental Payroll Certification) or working toward certification.
• Payroll Systems: Experience using Paycom, ADP, or similar payroll and timekeeping software.
• Manufacturing Industry Experience: Understanding of hourly/shift-based payroll environments.

Typical Physical Demands

• Must be able to work a minimum of 8 hours per day on a regular basis. 
• Requires additional hours of work as required per work load of position and department. 
• Requires prolonged periods of sitting. 
• Requires corrected vision and hearing to normal range. 
• Uses office equipment such as copier, and fax machines.
• Requires prolonged periods of monitoring computer screens and displays. 
• Utilizes a variety of hand positions to repetitively manipulate keyboard and mouse. 
• Position requires occasional, prolonged periods of standing and walking distances of up to 2 miles in a manufacturing facility. 
• Must be able to travel to other Webco Divisions to perform job duties on site.
• Since the manufacturing plant operates around-the-clock, may often work late shifts and may be called at any hour to deal with emergencies.  This could mean going to the plant to resolve the problem, regardless of the hour, and staying until the situation is under control.
• Job is fast paced and the ability to deal with stress is essential.

Typical Working Conditions 

• Primarily works in an indoor office environment.
• This environment is typically temperature controlled and clean, with normal air contaminants, such as dust, typically found in an office environment. 
• Position requires occasional exposure to manufacturing environment with exposure to loud and prolonged noise.  Noise exposure is constant, which includes the noise of machinery and overhead cranes.  Noise exposure also includes frequent and extremely loud changing sounds caused from metal tubing banging against each other during processing. 
• All employees are required to wear Personal Protective Equipment (PPE) to include noise/hearing protection and safety glasses with side shields while in the manufacturing facilities.

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