Payroll Coordinator

ADA: Full time position. Ability to sit for long periods of time and/or stand periodically during work day and lift up to 30 lbs., when necessary. Computer data entry a portion of job duty.

OSHA: Must adhere to universal precautions, to include blood borne pathogen protection, at all times

Position Summary:

Accounts Payable – Responsible for processing invoices for payment, matching invoices to purchase orders and receiving reports, verifying quantities and prices, and researching discrepancies and correct accordingly and distributing costs to the appropriate cost centers.

Payroll – Performs and coordinates all activities relating to processing of payroll, including system maintenance, updating master file records, processing and verifying accuracy of bi‐weekly payroll, distribution of payroll checks and departmental reports as well as collecting and verifying data for creation of various payroll analysis reports.

ROLES AND RESPOSIBILITES

Primary Duties

• Sets up system master files as payroll policy changes (i.e., deduction codes, earning codes, status and job codes, etc.)
• Works with Controller to ensure proper interface to the general ledger. Prepares payroll journal entries and prepares month end payroll reports.
• Works closely with the Director of Human Resources, ensuring all pertinent information for new hires including pay rates, benefits, deductions, tax exemption status, etc., is gathered and entered into the computer system.
• Updates all current employee information such as name, address changes, changes in status, deductions, pay increases, terminations, etc.
• Assures adherence to center policies in regard to eligibility and accrual of vacation and sick time, bereavement leave, overtime calculations, holiday pay, bonus incentive pay, etc.
• Prepares manual checks for distribution after obtaining proper signature. Works with Center Managers to assure proper distribution procedures. Maintains the distribution reports, evidencing employee receipt of paychecks.
• Calculates and prepares spreadsheet to import for employee reimbursements bi-weekly.
• Maintains files on travel requests and matches to expense reports. Works with Executive Administrative Assistant to coordinate registrations, flights and all other aspects of travel.
• Processes and distributes all payroll reports per bi-weekly, monthly, annual schedule in addition to any adhoc reports requested by Controller or CFO.
• Completes all check requests for payroll deductions and federal tax deposits, ensuring timely issuance of checks to proper institution.
• Accurately performs bi‐weekly payroll processing and backups to ensure a proper recovery in case of system failure or need for payroll rerun.
• Performs end‐of‐quarter and actively participates in preparation of quarterly (FIT 941) report and state unemployment and multiple work‐site form.
• Responsible for all functions of end‐of‐year processing including W‐2 generation ensuring proper adherence to federal tax laws and 401(k) end-of year processing. Informing employees to make changes for the upcoming year and updating the system accordingly.
• Assists with the development and implantation of payroll practices, policies, and procedures.
• Performs other duties and special projects as assigned by the Controller and Chief Financial Officer.

 Secondary Duties

• Assures that all payment computations are correct and expensed to cost centers.
• Maintains all accounts payable records in an accurate and orderly manner for prompt location. Keeps various files current and correct.
• Ensures all expenditures are properly authorized, documented, input and expensed to the correct cost centers.
• Matches vendor invoices to receiving reports and purchase orders, verifying pricing, account distribution and quantity.
• Confirms that invoices include discounts and any credit memo’s due. Reconciles differences.
• Matches pricing on invoices to purchase orders. Completes invoice discrepancy forms for differences in quantity, pricing or improper authorization. Works with purchasing to resolve discrepancies · Prepares authorized manual checks.
• Inputs accounts payable into the computer system and produces the accounts payable edit list, verifying all information keyed.
• Posts to accounts payable and general ledger, selects the vouchers for payment and prints the checks.
• Audits the distribution and approval process of accounts payable checks, maintaining appropriate control.
• Submits A/P checks and packages for review, signature and approval as follows: CEO, CFO, and/or Controller · Checks, once signed, will be returned for distribution. Checks distributed to employees or individuals will be noted as such, listing the date and person distributed to on the A/P package. All other checks will be mailed. · Coordinates and controls the A/P computer application. Assists Center Managers with all inquiries to items expensed.
• Prepares invoices for data entry, receiving proper approval prior to inputting into system. Verifies accuracy of items keyed.
• Processes void checks, records the void check on the check register and cuts the signature block out of the check and writes void and the void date on the actual void check and forwards to the staff accountant.
• Pulls weekly and monthly reports, verifying their accuracy; balances accounts payable.
• Performs other A/P functions as defined and communicates with administration, Center Managers, Purchasing and vendors to answer questions and resolve discrepancies.
• Resolves vendor inquiries.
• Maintains appropriate files for auditor purposes.
• Makes copies of all payments to asset and liability accounts for the senior staff accountant.
• Ensures items received in the month are processed prior to close.
• Prints summaries of expenses for analysis purposes as requested by the CFO.
• Insures that Center Managers and Purchasing are following proper purchasing and payment policies and procedures.
• Responsible for all end of year A/P processing including 1099 generation.

Minium Qualifications:

• ASSOCIATE’S DEGREE (A.A.) OR EQUIVALENT, TWO TO THREE YEARS RELATED EXPERIENCE
• COMMITMENT TO EXCELLENCE AND HIGH STANDARDS · EXCELLENT WRITTEN AND ORAL COMMUNICATION SKILLS
• STRONG ORGANIZATIONAL, PROBLEM-SOLVING, AND ANALYTICAL SKILLS
• ABILITY TO MANAGE PRIORITIES AND WORKFLOW
• ACUTE ATTENTION TO DETAIL
• EXTREMELY CONFIDENTIAL POSITION, MUST MAINTAIN GOOD ATTITUDE AND CONFIDENTIALITY AT ALL TIMES

Skills and Abilities

• PROFICIENT IN ADP AND EXCEL
• GREAT PLAINS EXPERIENCE PREFERRED
• ABILITY TO UNDERSTAND AND FOLLOW WRITTEN AND VERBAL INSTRUCTIONS
• DEMONSTRATED ABILITY TO CALCULATE FIGURES AND AMOUNTS SUCH AS DISCOUNTS, INTEREST, PERCENTAGES
• PURSUES TRAINING WITHIN ADP AS CHANGES AND UPDATES OCCUR

Additional Notes:

All qualified candidates must be able to perform the essential functions of this position. This job description is not intended to be all-inclusive.

FCHC reserves the right to modify or change the essential functions of this position based on reasonable related business necessity as assigned by your supervisor.

**This job description does not constitute a written or implied contract of employment**.