Payroll Coordinator/Specialist

JOB TITLE: Payroll Coordinator/Specialist

FLSA: Exempt

REPORTS TO: Payroll Manager

INTRODUCTION

Under the supervision of the Payroll Manager, the Payroll Coordinator/Specialist is responsible for carrying out a wide variety of assignments. Work involves such areas as obtaining facts, conducting research, making analyses, and recommendations while maintaining strict compliance with company and regulatory standards. An outstanding payroll coordinator/specialist should also have excellent people skills and a high numerical aptitude.

MAJOR DUTIES

• Monitors and maintains activity in the Time and Attendance System; ensures supervisors approve bi-weekly timesheets and reviews timesheet entries for time adjustments.
• Assists with reviewing and processing bi-weekly payroll; including, but not limited to, terminations, retirements, reclassifications, promotions, and demotions, for approval and final determination.
• Calculating wages, benefits, retroactive pay, corrections, etc.
• Preparing and processing paychecks and cash deposits.
• Maintaining accurate records of payroll documentation and transactions.
• Responding to payroll-related inquiries and resolving concerns.
• Performing account balance and payroll reconciliations.
• Preparing financial reports for accounting and auditing purposes.
• Preparing periodic payroll reports for review by management.
• Works in a team environment coordinating with other team members in the processing of payroll.
• Performs related administrative tasks; creates and updates forms as needed; conducts cross-training in other fiscal functions; provides information and assistance regarding accounting and payroll-related issues to employees, customers and the public; researches problems and initiates problem resolution; conducts research for special projects.
• Assists with year-end processing and reconciliation of W2's and 1099R's. Performs audits of data prior and after payroll completion and follow all stablished controls.
• Ensures compliance with local and federal policies and procedures and state and federal regulations.
• Processes routine interdepartmental reports at regularly scheduled intervals.
• Requests wires a/o manual checks to address payroll issues as needed.
• Maintains all payroll files of the office.
• Briefs new employees on Unity’s Personnel/Payroll Policies and Procedures and assists with their orientations programs.
• Maintains strict confidentiality regarding personnel information and files.
• Performs other duties as assigned.
  
  

Minimum Qualifications

• Associate's degree with major course work in Accounting/Business or related courses or an equivalent combination of education, training or experience preferred.
• A minimum of 2 years’ experience working in payroll or a similar role.
• Working knowledge of basic accounting principles and payroll practices.
• Excellent communication and interpersonal skills.
• Strong organizational and time management skills.
• High numerical aptitude.
• Detail-oriented.
  
  

Knowledge, Skills, And Abilities

• Knowledge of HRIS/Payroll software (ADP preferred).
• Ability to work with minimum supervision.
• Strong computer and customer service skills.
• Ability to deal effectively with stress and time pressures is a requirement.
  
  

SUPERVISORY CONTROLS: This position reports to the Payroll Manager.

GUIDELINES: The position abides by all rules and regulations set forth by applicable licensing and regulatory bodies, as well as UHC policies and procedures.

PERSONAL CONTACTS: This position requires contact with staff at all levels throughout the organization. There are also external organizational relationships that may be part of the work of this individual.

PHYSICAL DEMANDS: The job requires the incumbent to be able to move easily about the health center and to and from the health center to meetings in other locations within the community or at another Unity location. Refer to the ADA checklist for additional information.

WORK ENVIRONMENT: Unity Health Care provides primary health care services to underserved patients in Washington, DC. As a federally qualified health center, there is a commitment to serving traditionally underserved people in the community. Unity seeks to maintain facilities, which are safe, sanitary, and serviceable. Refer to the ADA checklist for additional information.

OTHER SIGNIFICANT FACTS: The incumbent must be able to balance the needs of diverse constituencies on a daily basis. The staff member in this position will work as part of a collaborative team. The staff member will perform his/her duties in a way that supports each team member’s capacity to function at his/her highest level of training.

PHYSICAL EFFORT AND WORK ENVIRONMENT

• The position requires the incumbent to be able to move easily about the work place.
• The work is basically sedentary in nature. However, some walking, bending and the carrying of light items are required.
• Must be physically able to sit, stand, and walk for long periods of time. Be able to bend, lift, and carry files from one location to another.
• Must have visual acuity and the ability to differentiate colors, and sustain long periods of computer usage.
• May sit for prolonged periods of time at a desk or in an automobile and/or may use the telephone for long periods of time.
• The office environment may be stressful with multiple, time-sensitive tasks to be accomplished within a short period of time.
• Must be able to work any time of the day, independently with minimal supervision, be capable of making sound business and decisions, be detail oriented, alert and self-motivated.
• Must be able to effectively manage difficult situations, staff and customers.
• See the ADA Physical Efforts Effort Checklist.
  
  

RISKS

The position involves everyday risk and discomforts, which require normal safety precautions typical of such placesas offices, meetings, training rooms, and other UHC health Care Sites. The work area is adequately lit, heated, and ventilated. All medical services shall be provided according to medically accepted community standards of care. The employee shall provide evidence of a recent (within the past twelve (12) months) health assessment that includes a PPD and/or chest x-ray results.

The statements contained herein describe the scope of the responsibility and essential functions of this position, but should not be considered to be an all-inclusive listing of work requirements. Individuals may perform other duties as assigned including work in other areas to cover absences or relief to equalize peak work periods or otherwise balance the workload.