Payroll Coordinator

Description

As a public not-for-profit, and for budgetary reasons, starting pay will not exceed $26.47/hour.

Hourly rate of pay is dependent upon experience.

Excellent to Expert experience in Excel spreadsheets required.

Telecommute work allowed one day per week.

Definition: As a part of the ATCAA team, the Payroll Coordinator plays an essential role in ATCAA as a whole. The Payroll Coordinator is responsible for assuring that payroll is prepared accurately and is issued in a timely manner, for preparing and inputting payroll data into the Agency's computerized accounting system. The candidate will be responsible for serving in a business analysis capacity and working with payroll software vendor and service provider to address the business needs with system solutions. The Payroll Coordinator will be the primary contact for employees with payroll-related questions and information.

Supervisor: Fiscal Officer

Supervises: Payroll Assistant

Job Duties and Responsibilities Related to This Position:

• Administrator responsibility of the Payroll software including company setup/changes, coordinating software upgrades with vendor, assigning permissions and access rights to other users;
• Assist in creating periodic back-ups of the Payroll Documents folders and the Payroll Reports Folder;
• Assure the integrity of the employee database; Review and approve all changes;
• Develop and maintain the Payroll website including ID/Password maintenance, access rights, and content;
• Secure access to confidential payroll documents and records;
• Analyze trends in Unpaid leave, Over/under PAF hours, Over/Under PTO balance, Expired limited term appointments, etc, and report findings to appropriate personnel;
• Oversee payroll-related work output of Payroll Assistant; carry out supervisory responsibilities in accordance with ATCAA's Personnel Policies, including training, planning, assigning, and reviewing work; problem solving; and providing input for appraising performance, both formally and informally;
• Assist in providing that payroll related information and assistance is provided to employees, Program Directors and Supervisors within a reasonable timeframe;
• Assure employee time records and employee reimbursement requests are complete and accurate;
• Oversee and reconcile payroll data, and input into on-line computerized payroll system;
• Estimate payroll costs, verify availability of funds and assure that required personnel are available for timely transfer of funds to the payroll account. Confirm transaction occurred. Make appropriate entries in the bank register (red book);
• Assist with verifying accuracy of payroll checks and other payroll output reports;
• Process payroll and calculate payroll;
• Prepare and input accounting data into computerized accounting system;
• Oversee accuracy and timely submittal of quarterly payroll tax returns prepared by the payroll service;
• Oversee accuracy and timely distribution of year-end W-2's prepared by the payroll service;
• Assure timely compliance of wage garnishment orders, including requests for payment through Accounts Payable and/or mailing checks prepared by ATCAA's outside payroll service;
• Monitor employee HSA contributions; verify amounts and mail checks prepared by ATCAA's outside payroll service to outside HSA Administrator;
• Create report and upload to retirement website to submit amounts into employee's account;
• Monitor employee payroll deductions for voluntary contributions, and prepare annual report as needed;
• Maintain and reconcile payroll-related general ledger accounts (i.e.travel advances, taxes and retirement payable, accrued leave, garnishments, etc.);
• Oversee completion and timely submittal of monthly, quarterly and annual reports (i.e. Workers' Compensation payroll reports, Labor Statistic Reports, and Multiple Worksite Reports, etc.);
• Prepare payroll-related spreadsheets, forms, documents, procedures or other materials as requested by supervisor or Program Directors;
• Research, compile and organize data and information for special fiscal or administrative related projects, reports or correspondence as requested by supervisor; provide recommendations and input;
• Compose and proofread correspondence and other materials;
• Produce government reports from total comp report
• Oversee ECS Unreimbursed Costs
• Oversee fiscal process for employee health insurance (i.e. reconcile monthly billing statements, prepare allocation reports and enter into accounting system; obtain updated allocations quarterly; confirm accuracy of employees' payroll deductions and conduct ongoing reconciliation of employee contributions general ledger account; prepare payroll deduction schedules and submit to employees as needed, calculate employees premiums due when out on leaves);
• Assist with general clerical duties, such as typing, filing, copying and answering telephones;
• Work with other fiscal staff as needed to assure cross training and backup.

General Duties and Responsibilities:

As a part of the ATCAA team, all employees play an essential role in ATCAA as a whole, and are expected to:

• Demonstrate and encourage a professional and positive attitude in all job related activities;
• Maintain confidentiality in accordance with standards as outlined in the Statement of Confidentiality and Ethics;
• Accomplish all work activities in a safe and timely manner within assigned guidelines and consistent with ATCAA's Personnel Policies and Operating Procedures;
• Report and/or correct deficiencies that constitute immediate threats to health and safety;
• Complete other tasks as assigned by the supervisor that are consistent with the definition and intent of the job description;

Minimum Qualifications:

• Possess a high school diploma or equivalent;
• Work experience with an automated payroll system;
• Fundamental knowledge of basic bookkeeping;
• Experience and proficiency in word processing, spreadsheet applications, and Windows Operating System;
• Proficiency in keyboarding and 10-key operation;
• Have experience or aptitude and willingness to learn cloud based systems; specifically Microsoft Office 365 and OnePoint (Human Capital Management); develop proficiency in both systems as related to the roles and responsibilities of this position within one year;
• Possess a valid California driver's license and an acceptable driving record;
• Ability to obtain fingerprint clearance upon offer of employment;
• Ability to work under pressure and meet deadlines;
• Effective oral and written communication skills;
• High level of organizational skills, accuracy, and attention to detail;
• Ability to follow directions with minimum of supervision;
• Ability to lift 30 pounds.

Desired Qualifications:

• Successful completion of college level courses in accounting, business or bookkeeping;
• Work experience in fund accounting.