Main Responsibilities and Required Skills for Payroll Coordinator
A Payroll Coordinator is responsible for performing and monitoring all payroll functions. They prepare reports related to payroll and benefits and respond to employee inquiries. In this blog post we describe the primary responsibilities and the most in-demand hard and soft skills for Payroll Coordinators.
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Main Responsibilities of Payroll Coordinator
The following list describes the typical responsibilities of a Payroll Coordinator:
Adhere to
Adhere to extreme confidentiality.
Analyze
Analyze and execute the transactional salaried payroll functions.
Analyze and process payroll according to the union contract.
Analyze data for pricing or for missing data including resolving discrepancies in records.
Answer
Answer employee questions regarding payments.
Answer questions and provides assistance.
Assist with
Assist in ad-hoc Payroll / Benefits / HR projects.
Assist in maintaining the human resource database and all employee records and files.
Assist managers and employees with human resource issues and questions that arise.
Assist Payroll Manager in the year end reconciliations, T4's, T4A's & W2's.
Assist the Health and Safety Coordinator with training and administrative tasks.
Assist with other procedures such as Record of Employment, responding to employees, etc..
Assist with Payroll system conversions / standardization as requested.
Assist with questions and problems courteously and promptly.
Assist with scanning documentation.
Assist with Special Projects such as Acquisitions, Audits, etc..
Assist with the preparation of the performance review process.
Audit
Audit check register and time tickets biweekly.
Balance
Balance and prepare payments to different suppliers.
Balance payroll accounts by auditing information.
Calculate
Calculate all vacation time owing and manage all vacation discrepancies.
Calculate and deduct appropriate amounts from payroll cheques, including tax withholdings, etc..
Calculate and process transactions included in the Gross to Net payroll.
Calculate mileage for those employees approved for reimbursement.
Calculate pay according to hours worked incorporating leaves and overtime.
Check
Check payroll information for accuracy and ensure all relevant paperwork is in order.
Code
Code and prepare all call center invoices for payment authorization signatures.
Collaborate with
Collaborate with HR Lead on policy compliance and policy interpretation.
Collaborate with Innovative 3Mers Around the World.
Collaborate with the Human Resources team on employee changes and resolving employee inquiries.
Collect
Collect and summarize timekeeping information.
Collect and verify timekeeping information for all employees.
Collect weekly timesheets, perform QC, and correct for mathematical errors.
Communicate with
Communicate and collaborate with client to address missed tasks.
Communicate effectively with doctors, managers and teammates.
Communicate with managers to approve or decline vacation / sick requests on payroll system.
Compile
Compile data into spreadsheets and the payroll system.
Compile payroll reports and send to the venue payroll specialist for processing.
Complete
Complete accurate and timely quarterly and year-end reporting.
Complete adjustments as necessary for new hires / terminations / leave of absence.
Complete all payroll journal entries.
Complete Forms I-9, verifies I-9 documentation and maintains I-9 files.
Complete miscellaneous research, reports, and memos as requested.
Complete monthly reconciliations of payroll benefit accounts.
Complete online expense payments to all employees.
Complete statistical and employee earnings information.
Conduct
Conduct data entry of new hire information in a compliant manner.
Conduct Hourly Exit Interviews.
Conduct in-service training on new or updated policies that affect team members.
Construct
Construct communications to the entire organization.
Contribute to
Contribute to team effort by accomplishing other tasks as needed.
Coordinate with
Coordinate with related departments as required.
Correct
Correct mapping errors within SAP that bring the payrolls to a hard stop.
Create
Create and maintain accurate payroll records and mail correspondences for immediate access.
Create files in SAP, then run the weekly HRDE process, troubleshoot and correct errors.
Develop
Develop ad hoc financial and operational reporting as needed.
Develop and administer effective rewards and recognition programs.
Document
Document financial processes and policies.
Ensure
Ensure adherence to the center wage scale.
Ensure all crew time is recorded and submitted accurately and in a timely manner.
Ensure all up-to-date legal postings are placed in a designated area within established timeframes.
Ensure change in procedures are properly documented and communicated across cross-functional teams.
Ensure compliance with all applicable Federal and Provincial legislation.
Ensure compliance with applicable laws and payroll tax obligations.
Ensure compliance with relevant laws and internal policies.
Ensure distribution of payslips. (.
Ensure high service levels are maintained with employees.
Ensure payroll timelines and processes are followed timely and accurately.
Ensure strict confidentiality is upheld regarding individuals pay related information at all times.
Ensure that annual performance reviews are conducted by supervisors.
Ensure that payroll processing procedures are kept up to date.
Ensure timely and accurate processing of bi-weekly, semi-monthly, & monthly payrolls.
Ensure timely and accurate processing of payroll.
Enter
Enter and maintain employee's records in Payroll / HRIS systems.
Enter payroll time records in AgCode program on a daily basis.
Escalate
Escalate conflicts, grievances, incidents, etc to appropriate OSH representatives.
Establish
Establish and maintain payroll files.
Establish clear accountability and provide the authority to achieve goals.
Gather
Gather and complete payroll information for review and submission to Senior Payroll Coordinator.
Generate
Generate all requests for ad hoc reports (WC, HR, Finance, etc.).
Handle
Handle all employment verifications and unemployment claims.
Handle confidential information.
Handle employment verification requests for dates worked.
Help
Help co-ordinate and implement change to improve the efficiency of payroll procedures.
Help create and contribute to current payroll workflows, efficiencies and SOP documentation.
Help maintain the internal payroll SharePoint page that is employee and company facing.
Help to create and maintain strong team spirit and mutual support within the department.
Help with new employee onboarding paperwork.
Investigate
Investigate and rectify payroll related challenges with issues, systems and tools.
Lead
Lead in preparation and execution of orientations and training plans.
Lead internal recruitment process.
Maintain
Maintain absence database.
Maintain accurate employee records.
Maintain accurate file for payroll adjustments and calculations for review and approval.
Maintain accurate records in HCM.
Maintain and participate in 5S and Continuous Improvement practices.
Maintain and update hourly job descriptions.
Maintain an up-to-date account of earnings and deductions.
Maintain complete confidentiality.
Maintain compliant personnel files.
Maintain confidentiality of employee information.
Maintain continuous education of payroll best practices.
Maintain payroll operations by following policies and procedures.
Maintain payroll tables for tax rates, earnings, deductions, accumulators.
Maintain the benefits program.
Maintain the company's capital asset register.
Make
Make timely government remittances (monthly, quarterly, annual).
Manage
Manage all net salary payment processes using Covance approved platforms.
Manage and update database system to ensure accurate reporting.
Manage, audit and provide reports related to payroll and benefits.
Manage leaves of absence regarding short term disability, long term disability, FMLA, etc..
Manage the commissions process and ensures timely distribution of commission to sales staff.
Maximize
Maximize Business Performance and Team Effectiveness.
Notify
Notify employees and supervisors of timecard exceptions.
Obtain
Obtain information for payroll production and tax related issues.
Oversee
Oversee and manage payroll department to ensure payroll taxes and reporting are processed correctly.
Perform
Perform all duties necessary to process multi-state payroll for exempt and non-exempt employees.
Perform all other duties and or HR related projects as assigned.
Perform and monitor all payroll functions.
Perform employee orientations and onboarding of new team members.
Perform other duties and responsibilities as required.
Perform payroll and benefit orientation for new hires.
Perform the various analytical processes in payroll.
Personnel
Personnel data and statistics are efficiently recorded, stored, and retrieved as appropriate.
Post
Post, balance and reconcile payrolls involving Ceridian and SAP systems.
Prepare
Prepare and distribute monthly, quarterly and annual reports with accuracy and confidentiality.
Prepare and distributes payroll reports for financial processing.
Prepare and reconcile month-end journal entries.
Prepare EDD and Labor Statistic reports and a variety of payroll related documents.
Prepare file loads for payroll input.
Prepare monthly Payroll Journal and Gross to Net report for the Finance department.
Prepare monthly payroll remittances such as union dues, Pension contribution, and taxable benefits.
Prepare recruitment lists, requisition approvals and job postings.
Process
Process adjustments and non-unionized compensations, also distribute annual tax forms.
Process all invoices for the community to Accounts payable.
Process all terminations, including calculating final check and time off accrual.
Process and calculate employee garnishments, liens and other withholding orders.
Process and maintain income withholding notices and garnishments.
Process and maintain payroll records bi-weekly.
Process and monitor garnishments or other similar orders.
Process full cycle semi-monthly employee payroll on time and through the appropriate channels.
Process monthly commission reports.
Process non-union payroll in a fast paced environment with a high degree of integrity.
Process payroll data in a timely manner.
Process payroll for 1,000+ employees on a bi-weekly basis.
Process payroll related remittances.
Process pay stub and T4 distribution.
Process Record of Employment as required.
Process, verify and export payroll in operational system and import payroll into ADP system.
Produce
Produce and process federal, state and other required tax payments.
Produce reports for Human Resources and management upon request.
Produce reports to upper management upon request.
Promote
Promote Committed to Excellence culture through the Community.
Promote modeling of core behaviors by setting an example.
Promote outstanding internal and external relations.
Provide
Provide administrative support to the Senior Payroll Coordinator and Payroll and Benefits Manager.
Provide assistance and support to department contacts and external auditors, as requested.
Provide back-up support to Payroll Administrators.
Provide clean, safe and ethical work environment.
Provide high level of service to both internal and external customers.
Provide payroll records and reports for bi-weekly, quarterly, and year end reconciliations.
Provide various administrative tasks to payroll manager or team as required.
Reconcile
Reconcile benefit billing.
Reconcile payroll records and resolve discrepancies by working with the Finance department as needed.
Reconcile, review and apply standard payroll practice when it comes to multiple taxable benefits.
Remain
Remain current with legislative requirements & compliance.
Research
Research and respond to inquiries relating to payroll issues.
Research, resolve and respond to escalated payroll inquiries.
Resolve
Resolve complex employee inquiries regarding pay and associated processes.
Respond to
Respond in a timely manner to payroll inquiries from internal customers and external agencies.
Respond to employee inquiries regarding payroll issues or concerns.
Respond to employment verification requests.
Respond to internal and external HR related inquiries or requests and provide assistance.
Respond to payroll inquiries from employees.
Retrieve
Retrieve reports as instructed by administering and / or distributing.
Review
Review and ensure accuracy of payroll information including non-worked time, benefit days, etc..
Review and process all file transfer, receipt or translation errors in both Ceridian and SAP.
Review and process all pending approvals in the EVV system.
Review and process terminations and produce ROE's.
Review and reconcile employee timecards in ADP Time & Attendance.
Review and record employee leave entitlements such as vacation and sick time.
Review over authorizations and discrepancies with schedule.
Review payroll discrepancies in conjunction with the Senior Payroll.
Review payroll for accuracy and ensures all relevant paperwork is in order.
Run
Run reports as needed to make union fund remittances.
Schedule
Schedule meetings, interviews, and HR / social events.
Serve as
Serve as liaison with Ceridian Tax Services.
Serve as a vital role in the overall success of the payroll function.
Set-up
Set-up, monitor and reconcile severance for the enterprise.
Set-up new employees in the payroll system.
Sign
Sign off of final payroll reports to managed service team.
Stay current on
Stay current on federal, state and local guidelines relative to our services.
Support
Support all year end activities to create all year end forms.
Support and help facilitate performance improvement plans.
Support Corporate HR with investigations as needed.
Support HR with updates to Team Member data due to bidding, etc..
Support the development of assessment criteria for career progression.
Support the Global Payroll Manager with tasks related to International Payroll.
Support the Human Resources department with benefit and administration as required.
Support with other requested payroll responsibilities.
Track
Track and report headcount, overtime, attendance and hours worked.
Track employee status and salary changes.
Track vacation requests in the vacation tracker.
Transcribe
Transcribe comments from care notes accurately and timely.
Troubleshoot
Troubleshoot, research and provide recommendations to resolve payroll issues.
Understand
Understand the Risk types, key risks and control framework in your business area.
Undertake
Undertake all mandatory training.
Update
Update and process new hires, any changes to pay, termination and other pay related information.
Use
Use SAP, Oracle, and other programs to enter payrol and expense data.
Work with
Work closely with clients to resolve employee's pay issues.
Work closely with Human Resources Management team.
Work closely with store level operators to provide information and troubleshooting when required.
Work closely with the Finance and Human Resource Departments to provide reports as needed.
Work with Registered Agent to ensure compliances are up to date.
Most In-demand Hard Skills
The following list describes the most required technical skills of a Payroll Coordinator:
MS Office
Payroll Systems
MS Outlook
Computer
Human Resources
Payroll Compliance Practitioner
Payroll Processing
Oracle
Most In-demand Soft Skills
The following list describes the most required soft skills of a Payroll Coordinator:
Written and oral communication skills
Attention to detail
Organizational capacity
Analytical ability
Interpersonal skills
Problem-solving attitude
Time-management
Accurate
Flexible
Adaptable to changes
Team player
Bilingualism
Work independently with little direction
Confident
Detail-oriented
Maintain strict confidentiality
Multi-task
Organized
Leadership
Work in a fast-paced environment
