Payroll Coordinator

The Payroll Coordinator is responsible for supporting the accurate and timely processing of employee payroll and maintaining complete payroll-related records using Miter. This position plays an important role in ensuring employees are paid accurately and on schedule while maintaining the integrity and confidentiality of payroll information.

The Payroll Coordinator works closely with Human Resources, managers, employees, accounting, and other internal stakeholders to review timekeeping information, process payroll changes, resolve discrepancies, reconcile payroll records, and support payroll compliance activities.

Essential Duties & Responsibilities

Payroll Processing & Administration

• Process weekly payroll through Miter in accordance with established payroll schedules and deadlines.
• Review employee timecards and payroll information prior to processing to help ensure accuracy and completeness.
• Review employee hours, regular and overtime hours, PTO, bonuses, deductions, and other applicable payroll inputs.
• Verify payroll data for accuracy before final payroll submission.
• Maintain accurate employee payroll records and process changes including:
• Pay rates
• Direct deposit information
• Tax withholding elections
• Payroll deductions
• Other payroll-related employee information
• Monitor payroll information for discrepancies or missing data and coordinate corrections before payroll is finalized.
• Maintain organized and accurate payroll documentation to support payroll processing and recordkeeping requirements.
• Ensure payroll activities are completed accurately and within recurring payroll deadlines.

Timekeeping & Employee Hours

• Review employee timecards for completeness and accuracy before payroll processing.
• Verify reported hours, overtime, PTO, and other timekeeping information.
• Work with employees, managers, and HR to address missing, incomplete, or potentially inaccurate timekeeping information.
• Coordinate necessary payroll and timekeeping corrections with appropriate internal personnel.
• Help ensure approved employee time and applicable payroll adjustments are accurately captured within the payroll system.

Employee Payroll Records & Changes

• Maintain accurate and up-to-date employee payroll information within Miter.
• Process employee payroll changes, including updates to compensation, deductions, direct deposits, and tax withholding information.
• Assist with payroll setup for newly hired employees during the onboarding process.
• Coordinate payroll-related employee changes with Human Resources and managers.
• Maintain accurate documentation supporting changes to employee payroll records.
• Protect the confidentiality of employee compensation, payroll, banking, tax, and other personal information.

New Hire & Termination Payroll Support

• Assist Human Resources with new-hire onboarding and payroll setup in Miter.
• Ensure necessary payroll information is entered and available for new employees.
• Coordinate payroll-related onboarding information with HR and other appropriate personnel.
• Process employee terminations and applicable final-pay requirements.
• Review payroll records associated with employee departures to help ensure final payroll information is accurately processed.
• Maintain appropriate payroll documentation associated with employee status changes and terminations.

Payroll Reconciliation & Reporting

• Reconcile payroll reports and verify payroll totals for accuracy.
• Review payroll-related records and identify discrepancies requiring additional research or correction.
• Research and resolve payroll discrepancies in coordination with HR, management, employees, and other appropriate stakeholders.
• Prepare routine payroll reports and provide payroll-related information to management or accounting as needed.
• Maintain supporting payroll records and documentation for reporting and reconciliation purposes.
• Assist with payroll reconciliation activities throughout the payroll cycle.
• Support year-end payroll reconciliation and reporting activities.

Employee Payroll Support

• Serve as a resource for routine employee questions related to payroll.
• Research and respond to questions regarding employee pay, hours, deductions, and other payroll-related matters.
• Investigate payroll discrepancies and coordinate appropriate corrections.
• Communicate payroll information clearly, professionally, and confidentially.
• Work with HR and managers to obtain information necessary to resolve employee payroll issues.
• Escalate more complex payroll concerns to the appropriate internal resource when necessary.
• Maintain professionalism and discretion when handling sensitive compensation and employee information.

Payroll Deductions, Taxes & Compliance Support

• Assist with payroll-related requirements including:
• Payroll tax activities
• Employee garnishments
• Benefits deductions
• Payroll deductions
• Other applicable payroll requirements
• Support the accurate processing and maintenance of employee deductions.
• Assist with payroll tax filings and related payroll documentation.
• Maintain familiarity with applicable federal, state, and local payroll requirements.
• Stay current with applicable payroll-related regulations and requirements.
• Assist with maintaining payroll records needed for internal reporting and related compliance activities.
• Maintain confidentiality and appropriate controls when working with sensitive payroll and employee information.

Year-End Payroll Activities

• Assist with year-end payroll processing and reconciliation activities.
• Support W-2 preparation and reconciliation.
• Review payroll records and reports for accuracy as part of year-end processing.
• Research discrepancies identified during year-end reconciliation.
• Coordinate with appropriate internal stakeholders to obtain or correct payroll information as needed.
• Maintain supporting payroll documentation related to year-end processing and reporting.

Experience

• 1–3 years of payroll or accounting experience preferred.
• Experience using Miter or a similar payroll/timekeeping system preferred.
• Previous experience reviewing payroll information, timecards, employee deductions, or payroll-related records is preferred.
• Experience supporting recurring payroll processing and deadlines is preferred.

Plus

• Previous multi-state payroll experience.
• Experience with payroll reconciliation and reporting.
• Familiarity with payroll taxes and wage/hour requirements.
• Experience working with HRIS, accounting, benefits, payroll, or timekeeping systems.
• Experience reviewing and processing employee timecards, overtime, PTO, deductions, and other payroll inputs.
• Experience assisting with payroll-related new-hire and termination processes.
• Exposure to year-end payroll activities and W-2 reconciliation.