Payroll Coordinator

Position Title:

Payroll Coordinator

Department:

Payroll/Finance

Reports To:

Payroll Manager

Job Location:

623 Broadway, New York NY, 10012


FLSA:

Non-Exempt

Job Status:

Part-Time (20 hours a week)

Availability:

Weekdays, 9:00am-5:00pm


Benefits:

Sick Days, Holidays, Employee Discounts, Competitive Remuneration


About Greenwich House

Founded in 1902 as a settlement house to help New York's increasing immigrant population adjust to life in a new country, Greenwich House today offers a variety of programs and approaches that continue to provide thousands of New Yorkers with health and wellness support, education, personal enrichment, skills building and cultural experiences.

Position Summary

The Payroll Coordinator supports accurate and timely payroll processing for Greenwich House employees while ensuring compliance with organizational policies, collective bargaining agreements, and federal, state, and local labor and wage regulations. This role maintains employee payroll records, assists with audits, reconciles payroll and timekeeping data, and provides exceptional service to staff regarding payroll-related inquiries. The Payroll Coordinator works closely with the Payroll Manager and collaborates with HR, Finance, and departmental supervisors to ensure payroll accuracy and process efficiency.

Responsibilities

Payroll Processing & Administration

• Assist with bi-weekly payroll processes in ADP Workforce Now for all employees, including hourly, salaried, and union staff.
• Act as a designated backup to execute the full end-to-end payroll process, ensuring accuracy, timeliness, and compliance when coverage is required.
• Review and validate timecards, ensuring accuracy of hours worked, overtime calculations, and paid time off entries.
• Adjust employee schedules in the time and attendance system as needed.
• Enter, update, and maintain accurate payroll records including salary changes, deductions, and wage garnishments.
• Prepare and run payroll reports for HR and Finance review.

Compliance & Auditing

• Ensure compliance with federal, state, and local wage and hour regulations, staying informed of updates and changes in legislation.
• Collaborate with internal auditors during payroll and financial audits.
• Maintain strict confidentiality and data integrity following organizational policies and privacy regulations.
• Assist with quarterly and year-end payroll activities including W-2 preparation and tax reconciliations.

Reporting & Analysis

• Generate payroll summaries, earnings and deduction reports, and other analytics as needed.
• Prepare and maintain organized, well-documented reports, ensuring timely filing and secure storage in assigned systems.
• Track and monitor payroll deadlines, proactively escalating issues to the Payroll Manager.
• Identify payroll discrepancies and provide timely resolutions.

Employee Support & Cross-Functional Collaboration

• Respond to payroll and Time & Attendance inquiries from employees and managers in a professional and timely manner.
• Investigate and troubleshoot payroll issues and discrepancies, ensuring timely, compliant, and policy-aligned resolutions.
• Partner with HR to ensure accurate processing of employee leaves, benefits deductions, and status changes.
• Perform tasks and special projects assigned by the Payroll Manager and Finance leadership.

• Perform ad hoc projects and other duties as required.

System Administration

• Maintain proficiency in ADP Workforce Now and serve as a resource for system navigation and troubleshooting.
• Participate in system upgrades, testing, and process improvements.
• Recommend enhancements to payroll processes to drive accuracy, compliance, and efficiency.

Qualifications

Education & Experience

• Associate's degree in Business Administration, Accounting, Human Resources, or related field required; Bachelor's degree preferred.
• Minimum of 2 years payroll experience, preferably in a nonprofit or multi-site environment.
• Experience using ADP Workforce Now required.
• Familiarity with time and attendance systems (e.g. ADP Time & Attendance) preferred.
• Experience working with union payroll and collective bargaining agreements a plus.

Skills & Competencies

• Strong understanding of payroll regulations, taxes, and wage laws.
• High attention to detail and accuracy.
• Ability to analyze data and identify discrepancies.
• Excellent organizational and time management skills.
• Strong interpersonal, written, and verbal communication skills.
• Maintain high level of confidentiality, integrity, and professionalism.
• Ability to work under pressure and meet deadlines.
• Strong problem-solving and troubleshooting abilities.
• Proficiency in Microsoft Office products (Excel, Word, and Outlook) and payroll reporting tools.

Reasonable Accommodations Statement

To perform this job successfully, a successful candidate must be able to perform satisfactorily each essential duty. Reasonable accommodations may be made to enable qualified candidates with disabilities to perform these duties.


Equal Employment Opportunity

Greenwich House is strongly committed to the principle of equal employment opportunity for all individuals. All employment decisions and administration of all personnel policies are without regard to an applicant or employee's actual or perceived race, religion, sex, age, national origin, creed, color, gender, sexual orientation or affectation, gender identity or expression (including transgender status), predisposing genetic characteristic, genetic information, pregnancy, ancestry, ethnicity, citizenship, alienage, military or veteran's status, physical or mental disability, status as a victim of domestic violence, stalking offense and sex offenses, marital status, partnership status or any other status protected by federal, state or local law. For more information regarding Greenwich House and our EEO statement, please visit