Description:
Job Title: Payroll Coordinator
Department: Operations
Reports To: Operations Manager
FLSA Status: Exempt
Approved By: Chief Operations Officer
Approved Date: April 3, 2024
Summary Compiles payroll data and maintains payroll records. Tracks and prepares reports for financial activities related to payroll, such as workers’ compensation, unemployment, and flexible spending accounts. Maintains benefit elections in the payroll system to ensure accurate wages. Assists in computing, classifying, recording, and/or verifying numerical data for use in maintaining accounting records. In conjunction with Human Resources advises and assists management and employees on employee payroll issues and concerns through communicating, interpreting, and recommending appropriate use of policies, procedures, and services.
Essential Duties and Responsibilities include the following. Other duties may be assigned.
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Compiles and processes bi-weekly payroll after reviewing and auditing employee electronic timecards. Checks all employee electronic files, payroll submissions and payroll related reports for accuracy.
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Allocates wage expenses via spreadsheet to properly charge each department/property.
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Records changes affecting net wages such as exemptions, benefits, and direct deposits for each employee to update master payroll records; records new or changed pay rates in computerized master payroll records.
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Maintains company salary scale for proper administration, prepares compensation estimates for budgeting purposes and prepares annual compensation letters.
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Reviews reports from plan providers to verify accuracy and resolve differences.
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Identifies legal requirements and government reporting regulations with the assistance of outside legal counsel as necessary and ensures policies, procedures, and reporting are in compliance with federal and state law.
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Disburses vendor payments.
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Assist Operations Manager.
May additionally assist Finance Department with the following:
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May assist with credit card expense reconciliation and import data into accounting software program.
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May assist with preparation of annual audit workpapers.
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May prepare minutes and mailings for the Finance Committee.
Supervisory Responsibilities This job has no supervisory responsibilities.
Requirements:
Competencies To perform the job successfully, an individual should demonstrate the following competencies:
Job Knowledge - Competent in required job skills and knowledge; Exhibits ability to learn and apply new skills; Keeps up with of current developments; Requires minimal supervision; Displays understanding of how job relates to others; Uses resources wisely.
Analytical - Synthesizes complex or diverse information; Collects and researches data; Uses intuition and experience to complement data; Designs workflows and procedures.
Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Uses reason even when dealing with emotional topics.
Use of Technology/Equipment - Demonstrates required skills; Adapts to new technologies or equipment; Troubleshoots technological problems; Uses technology/equipment to increase productivity; Keeps technical skills up to date.
Adaptability - Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.
Initiative - Volunteers readily; Undertakes self-development activities; Seeks increased responsibilities; Takes independent actions and calculated risks; Looks for and takes advantage of opportunities; Asks for and offers help when needed.
Innovation - Displays original thinking and creativity; Meets challenges with resourcefulness; Generates suggestions for improving work; Develops innovative approaches and ideas; Presents ideas and information in a manner that gets others' attention.
Customer Service - Manages difficult or emotional customer situations; Responds promptly to customer needs; Responds to requests for service and assistance.
General Competency - To contribute to the Dwelling Place mission, each employee must possess skills beyond the technical requirements for the position. An employee must also demonstrate the ability and capacity to work with others in a manner that fosters trust, cooperation, and a positive team esprit de corps. Dwelling Place expects each employee to maintain high ethical standards in their interactions with customers, other staff, vendors and the public generally. Dwelling Place employees are also expected to be dependable, to be respectful of others, to use sound judgment, to seek out new opportunities for learning and to communicate effectively with others.
Qualifications To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, education and/or ability required.
Education and/or Experience - Bachelor's degree in a relevant subject (i.e. Accounting, Finance, Human Resource Management) preferred and/or three or more years related experience and/or training.
Language Skills - Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public. Bilingual (fluent in Spanish) is preferred.
Mathematical Skills - Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
Reasoning - Ability to solve practical problems and deal with a variety of concrete variables. Ability to interpret a variety of instructions furnished in written or oral form.
Computer Skills - To perform this job successfully, an individual should have knowledge of Payroll Software; Internet; Microsoft Office, especially Excel. Knowledge of Accounting software is desirable.
Professional Licenses, Certificates, Registrations - Valid Michigan Driver’s License. Fundamental Payroll Certification (FPC) or Certified Payroll Professional (CPP) is desirable.
Other Qualifications - Must be willing to work occasional evenings and weekends as needed to complete the requirements of the position.
Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. While performing the duties of this position, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms and talk or hear. The employee is occasionally required to stand; walk and taste or smell. The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.
Work Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities.
Employees must abide by all Dwelling Place policies including but not limited to the Dwelling Place Code of Ethics and personnel policies.