PAYROLL COORDINATOR

Payroll Coordinator

Mountain View, CA 94043

Overview

Salary Range $33.00 - $37.00 Hourly Position Type Full Time

Description

The Payroll Coordinator is responsible for supporting accurate, compliant, and timely payroll operations for 800+ employees in multi-union and non-union positions. This role processes semi-monthly gross-to-net payroll cycles in Paycom, reviews timekeeping data, maintains payroll records, supports employee and manager inquiries, and partners closely with Human Resources and Operations to ensure employee data, schedules, labor allocations, earnings, deductions, and payroll reports are accurate. The Payroll Coordinator also oversees the scheduling component in Paycom to support accurate labor analysis, workforce reporting, and operational decision-making. This position requires strong working knowledge of federal, state, and local wage and hour requirements, including California meal period and rest break compliance for non-exempt employees. The role requires excellent attention to detail, sound judgment, confidentiality, strong time management, and excellent people skills to meet deadlines while providing responsive, professional service to employees, supervisors, and internal partners.

Essential Functions & Responsibilities

• Daily review of hourly employee timecards; ensure accuracy and compliance along with approval from employee and supervisor, including regular hours worked, overtime worked, and PTO are entered and calculated correctly.
• Oversee and maintain the scheduling component in Paycom, ensuring schedules, labor allocations, job codes, departments, and timekeeping data are accurate for payroll processing and labor analysis.
• Monitor Paycom scheduling and timekeeping reports to identify missed punches, meal period exceptions, schedule variances, overtime trends, and labor allocation discrepancies; escalate concerns and support corrective action as needed.
• Apply strong knowledge of California wage and hour requirements, including meal period and rest break rules, to help ensure time records, exception reporting, and payroll practices support compliance for non-exempt employees.
• Maintain employee database; assign and classify employees appropriately; ensure the accuracy of employee pay-rates, PTO accrual rates, and employee reporting structure.
• Process semi-monthly payroll by incorporating all data from employee timecards, employee benefits including but not limited to medical, dental, life, 401(K), fringe benefits, voluntary and Federal & State mandatory deductions. Process special payroll at the direction of Management.
• Ensure payroll is processed with high level of accuracy and completion by required deadline. Review and audit all payroll data prior to submission and immediately following the submission to ensure it is processed properly without discrepancies. Review all quarterly payroll data and ensure it meets the Federal and State deposit and reporting requirements.
• Complete and respond to the state/court notice for employee garnishments and withholding orders. Maintain a database of reconciliation per pay period, and ensure proper payment processing in Paycom
• Identify payroll related issues for management to review and provide insight to operations managers based on reporting. Recommend process improvements and procedures for compliance with payroll deductions and reporting requirements using reporting to identify areas of improvement
• Leverage the payroll system reporting capability, using standard and/or customized report and develop automated management reports on pay-data.
• Provide registration, timecard, and device usage in relation to payroll by providing training for new hire orientations and supervisors as needed. Provide system-related guidelines. Answer employee's payroll-related questions and resolve problems on a timely basis.
• Provide professional, people-focused support to employees, supervisors, and managers by answering payroll, timekeeping, scheduling, and Paycom-related questions accurately and timely.
• Develop and manage a secure filing system for all confidential information in written and/or electronic formats, including pay data, employee information, state filings and state registrations.
• Assist in providing payroll information for company requests from Human Resources
• Works closely with Human Resources to manage employee database and audit employee profiles
• Perform special projects as directed or as situation dictates.

Qualifications

• Three to five years of payroll coordination or payroll administration experience, preferably in a high-volume, multi-location, union and non-union environment.
• Strong proficiency with payroll, timekeeping, and scheduling systems; Paycom experience strongly preferred, including payroll processing, timecards, reporting, and scheduling functionality.
• Working knowledge of California wage and hour laws, including meal period, rest break, overtime, and timekeeping compliance requirements for non-exempt employees.
• Ability to review payroll, scheduling, and labor reports to identify discrepancies, trends, and opportunities for improved accuracy and compliance.
• High school diploma/GED required OR equivalent work experience in lieu of
• A bachelor's degree and/or three to five years' administrative experience
• Ability to multitask in a fast-paced work environment
• Math Skills Ability to calculate figures and amounts such as percentages and averages. Ability to apply concepts of basic algebra to excel spreadsheets
• Computer Skills Essential technical competencies in the use of computers and standard business applications; Microsoft Excel and Word processing software; and be proficient on applicable databases, systems and vendor software programs.
• Be able to work in a team-oriented environment, always maintain a positive attitude, and be able to assist the team/department to complete goals.
• Use logic & reasoning to identify the strengths & weaknesses of alternative solutions, conclusions or approaches to problems.
• Ability to communicate effectively with clients, supervisor and coworkers
• Excellent interpersonal and people skills with a customer-service mindset, professionalism, confidentiality, and the ability to build trust with employees, supervisors, and cross-functional partners.
• Must be able to communicate effectively in English with at least 95% comprehension (Bilingual Spanish Preferred)
• Problem Solving/Analysis.
• Project Management.
• Communication Proficiency.
• Ethical Conduct.
• Excellent time management, prioritization, follow-through, and organizational skills with the ability to meet strict payroll deadlines.

Physical Requirements:

• Requires regular attendance and/or physical presence at the job
• Fast paced, high volume, detail-oriented work environment
• Lift up to 15 pounds unassisted.
• Reach above and below shoulder height, constantly standing in or sitting in one place for long periods of time, bending, stooping, lifting, kneeling, etc.
• Work in varying environments (internal and external parts of the building)