Payroll Coordinator

Description

POSITION SUMMARY

We are seeking a detail-oriented and reliable Payroll Coordinator to oversee the end-to-end processing of our employee payroll and support core cash management workflows. In this role, you will be primarily responsible for the accurate administration of payroll cycles using the UKG platform, managing downstream financial integration into Sage 100, and executing daily banking activities. The ideal candidate thrives in a deadline-driven environment and expertly handles multi-entity check registers, employee inquiries, and internal financial controls for our Casino and Convenience Store operations.

ESSENTIAL FUNCTIONS

Payroll Administration & Systems Integration

• Execute UKG Payroll: Manage and process hourly and salaried payroll allocations on a weekly basis using the UKG platform.
• Cross-System Integration: Export payroll checks and General Ledger (GL) distribution entries out of the UKG system following each payroll run, format the data fields, and successfully import them into Sage 100 for accurate corporate accounting mapping.
• Timesheet Auditing: Review and verify timesheet submissions within UKG to proactively resolve missing punches and discrepancies.
• Time Off Tracking: Accurately record, track, and audit vacation time and Paid Time Off (PTO) balances within UKG. Monitor and update automated policy accruals, rollovers, and manual adjustments, resolving discrepancies to maintain accurate balances.
• Employee Records: Review data changes for new hires, terminations, promotions, merit increases, and transfers directly within the UKG system.

Banking & Cash Management

• Check Register Management: Maintain accurate, up-to-date check registers for the Casino and Convenience Store bank accounts. Log and track daily deposits, execute authorized money transfers, and record all account withdrawals.
• Disbursements & Vault Control: Issue and process Cash on Delivery (COD) checks for vendor distributions; meticulously record all manual checks and vault checks issued across entities to prevent ledger variances.

Compliance, Reporting & Verification

• Tax Withholding Submissions: Prepare, verify, and complete weekly tax withholding submissions to federal and state agencies to ensure ongoing compliance with tax laws.
• Quarterly and Year-End Compliance: Assist with quarterly and year-end tax document processing, including W-2s, and ensure compliance with the Fair Labor Standards Act (FLSA) and tax regulations.
• 401(k) Census & Compliance: Compile, format, and audit the annual 401(k) census file and ongoing contribution reports; ensure exact accuracy of eligible earnings, employee deferrals, and employer match data for third-party administrators (TPA).
• ACA Compliance & Reporting: Coordinate the yearly Affordable Care Act compliance lifecycle by compiling data, generating, and filing Form 1095-C records. Audit health benefits data to ensure accurate coverage coding.
• Wage Verification: Serve as the authorized point of contact to provide accurate wage, salary, and employment verification information to internal personnel and authorized outside agencies (e.g., state unemployment offices, financial institutions, court systems) while strictly adhering to privacy laws.

Customer Service

• Employee Support: Act as the primary point of contact for employees regarding payroll discrepancies, PTO/vacation balance inquiries, direct deposit, and general pay inquiries.

Work Schedule

• Primarily Monday through Thursday, with occasional evening, weekend, and holiday work required as needed.

Work Environment

• This office-based role involves regular interaction with multiple departments and occasional work in operational areas of the property, including the casino floor, where exposure to a smoking environment will occur.

Requirements

SKILLS & ABILITIES

Experience & Software Expertise

• Platform Mastery: Minimum of one year of practical experience in full-cycle payroll administration.
• Accounting Software: Direct experience working with Sage 100 (ERP) , specifically importing payroll data, balancing journals, and managing General Ledger account mappings.
• Education: Associate's or Bachelor's degree in Accounting, Finance, Business Administration, or a related field preferred.

Technical & Functional Capabilities

• Cash & Treasury Operations: Proven experience balancing check registers, performing cash reconciliations, recording manual/vault transactions, and handling cash flows across multiple separate business divisions.
• Advanced Excel Proficiency: Advanced Microsoft Excel skills for formatting and structuring data, preparing internal and external reports, and thoroughly cleaning census data.
• Benefits & Tax Knowledge: Demonstrated experience compiling comprehensive employer census data and navigating electronic state/federal tax withholding portals.

Core Competencies

• Compliance & Confidentiality: Proficient in data privacy standards and internal financial controls (e.g., segregation of duties).
• Knowledge Base: Firm understanding of basic accounting principles (debits/credits), ERISA guidelines related to retirement reporting, and federal/state labor regulations.
• Soft Skills: Exceptional attention to detail, strict commitment to confidentiality, and professional communication skills.