Payroll Coordinator

Reports To

Controller

The Payroll Coordinator manages the end-to-end execution of the organization's payroll functions, ensures strict compliance with state and federal wage laws, and maintains the integrity of labor allocation data. This role provides critical support to the monthly close and annual audit processes by maintaining clean digital archives and executing precise general ledger allocations.

Key Responsibilities

Payroll Execution & Systems Management

• Process Payroll: Execute bi-weekly employee payroll and monthly Adult Foster Care (AFC) caregiver payroll utilizing CheckWriters software.
• Data Maintenance: Track and update employee profiles, compensations, voluntary deductions, and standard tax modifications.
• System Updates: Maintain configurations, software updates, and labor allocation rules directly within CheckWriters.

Compliance & General Ledger Integration

• Tax & Benefit Filings: Complete quarterly Form 941 reconciliations, fringe benefit processing, and year-end compliance reporting including W-2 and ACA filings.
• Retirement Funding: Execute bi-weekly 403(b) processing and quarterly pension deposit uploads within strict regulatory timelines.
• Journal Entries: Prepare and enter all payroll, benefit, and allocation journal entries into the Abila MIP general ledger.

Reconciliation & Audit Readiness

• Ledger Balancing: Reconcile monthly fringe benefit billings, position control reports, and accrued time-off balances against ledger accounts.
• Audit Archives: Maintain organized, secure digital archives of payroll registers, change authorizations, and reports for rapid retrieval during external audits.
• Control Support: Keep a manual check log for emergency off-cycle runs and enforce strict operational boundaries to satisfy internal controls.

Requirements & Qualifications

Experience & Education

• Work History: Minimum of 3 years of dedicated, hands-on payroll administration experience.
• Academic Credential: Associate’s degree in Accounting, Finance, or Business Administration preferred.

Technical Proficiencies

• Core Systems: Direct experience or high capability with CheckWriters (payroll platform) and Abila MIP (fund accounting software) is strongly preferred.
• Office Suite: Intermediate to advanced proficiency in Microsoft Excel (VLOOKUPs, data formatting) and Outlook.

Core Competencies

• Quantitative Skill: High mathematical accuracy with a strong grasp of fractions, percentages, and complex labor allocation matrices.
• Confidentiality: Absolute discretion when managing sensitive personnel data, executive compensation, and internal financial records.