Payroll Coordinator

This position is responsible for detailed work in the area of payroll, insurance and accounts receivable, including computer application principles, and requiring an understanding of the principles of human resource benefit management.

DESCRIPTION OF DUTIES:

Responsible for all phases of payroll preparation in a timely and accurate manner.  Specific duties include, but are not limited to:

• Reviewing payroll processing output from Payroll Specialist for accuracy of employee hours, stipends, bonuses, deductions, etc.
• Finalizing payroll processing
• Preparing payroll tax and withholding reports; verifying accuracy of the payroll system's calculations; collaborating with Payroll Specialist and Fiscal Affairs staff to submit payments timely.

Collaborate with department heads, particularly with Human Resources and Fiscal Affairs to establish Payroll department goals.

Responsible for Payroll department planning and policy development to ensure the department runs effectively and efficiently.

Maintain all Payroll department operations in accordance with Carastar policies and procedures.

Prioritize Payroll department tasks and projects appropriately and manage those projects to ensure completion prior to any upcoming deadlines.

Ensure standard operating procedures and internal controls are documented and updated to reflect any changes in processes.

Responsible for maintaining payroll records and payroll information, both written and electronic.  Includes updating payroll files to reflect changes of job position/classification changes, withholdings, deductions, etc., and backing up payroll system data daily.

Responsible for ensuring payroll system updates are downloaded and installed timely; involves collaboration with IT department.

Responsible for updating payroll system to reflect changes in employer portion of benefits, such as updated insurance premium amount and retirement contribution percentage.

Responsible for compliance with federal, state, and local payroll laws and regulations.

Responsible for all monthly, quarterly, and annual payroll tax reporting requirements.  Examples include biweekly federal tax deposits, monthly state tax deposits, and quarterly payroll tax returns.

Responsible for all regulatory reporting requirements.  Specific reporting requirements include, but are not limited to, Form W-2 Wage and Tax Statement, Form 1095 health insurance coverage statements, Equal Employment Opportunity Commission report, Bureau of Labor statistics reports, Retirement Systems of Alabama contribution reports, and annual worker's compensation audit report.

Responsible for responding to all regulatory notifications and requests for information such as IRS notices.  Duties include but are not limited to:

• Researching to determine validity of statements made in notice/request/claim
• Compiling substantiation in support of Carastar's position
• Drafting written response for review by Director of Fiscal Affairs

Responsible for preparing any backpay valuations related to employee evaluations and submitting for review to the Director of Fiscal Affairs.

Responsible for reviewing and distributing leave and overtime reports monthly.

Responsible for monitoring the payouts of all sign-on bonuses, stipends, and garnishments and ensuring such payments are processed accurately and timely.

Responsible for reviewing the leave balance spreadsheet and posting leave balance adjustments as necessary. Includes comparing the spreadsheet balances with those of the ADP system and posting any necessary adjustments to the ADP system as well.  

Respond to inquiries from employees regarding payroll or leave balance discrepancies upon receipt of research and information gathered by Payroll Specialist.

Responsible for training and supervising the Payroll Specialist.

Responsible for delivering timely performance evaluations of Payroll department staff.

Responsible for preparing reconciliations of various withholding items to monthly vendor invoices.  Such reconciliations include but are not limited to insurance and retirement.

Perform related work as assigned by supervisor.

 

REQUIREMENTS:

Significant payroll processing experience.

Knowledge of payroll related laws and regulations and the requirements thereof.

Knowledge of bookkeeping and general office procedures.

Knowledge of wage withholding orders.

Knowledge of and experience with payroll management and computer application software.

Ability to learn assignments readily.

Excellent communication skills, both verbal and written.

Ability to plan and prioritize assigned tasks.

Accurate data entry skills with great attention to detail.

 

QUALIFICATIONS:

Bachelor's degree in a business-related field plus two years of payroll processing experience or High School diploma plus 7 years of payroll processing experience.

Must hold a current CPI, Red Cross First Aid and CPR Certificate (provided through agency training).

Must hold a valid driver's license and maintain a driving record that is acceptable to the Carastar's insurance carrier.

Must maintain at least liability coverage on personal vehicles.