Job Title: Payroll Coordinator

Department: Administration — Fiscal

Reports To: Business Office Manager

FLSA Status: Non-Exempt

General Purpose of the Job: Under the general supervision of the Business Office Manager, the Payroll/Accounts Payable Coordinator will be responsible for attending to the general administrative needs of the Finance Department. The Payroll/Accounts Payable Coordinator will be responsible for maintaining accurate financial records by providing the administrative and accounting support needed for the processing of payroll and record, process and reconciling accounts payable invoices, making payments, and processing purchasing requests. Payroll processing duties include the monitoring of all tasks necessary to accomplish NCIA’s bi-weekly payroll processing objectives, which also includes relationships with external auditors and state & federal agencies and proficiency with Payroll processing and Payroll systems.

Essential Duties and Responsibilities

• 
  Essential Functions

• Process and issue employee paychecks and statements of earnings and deductions.
• Review time sheets, work charts, wage computations, and other information to detect and reconcile payroll discrepancies.
• Verify attendance, hours worked, and pay adjustments and post information onto designated records.
• Conduct employment verification processes.
• Balance cash and payroll accounts regularly.
• Execute daily processes and controls accurately and on time, ensuring compliance with company policies.
• Assist with internal and external audits as necessary.
• Comply with federal, state, and company policies, procedures, and regulations.
• Update payroll records by reviewing and approving changes in exemptions, insurance coverage, savings deductions, job titles, and department/division transfers.
• Pay employees by directing the production and issuance of paychecks or electronic transfers to bank accounts.
• Prepare reports by compiling summaries of earnings, taxes, deductions, leave, disability, and nontaxable wages.
• Determine payroll liabilities by approving the calculation of employee federal and state income and social security taxes, and employer's social security, unemployment, and workers' compensation payments.
• Balance payroll accounts by resolving discrepancies.
• Provide payroll information by answering questions and requests.
• Maintain payroll guidelines by writing and updating policies and procedures.
• Maintain employee confidence and protect payroll operations by keeping information confidential.
• Contribute to team effort by accomplishing related results as needed.
• Prepare and maintain accurate records and reports of payroll transactions.
• Identify and recommend updates to payroll processing software, systems, and procedures.
• Perform full-cycle accounts payable (A/P) tasks, including completing payments and controlling expenses by receiving, processing, verifying, and reconciling invoices.
• Operate computer software to record, store, and analyze financial information.
• Reconcile processed work by verifying entries and comparing system reports to balances.
• Charge expenses to accounts and cost centers by analyzing invoice and expense reports and recording entries.
• Pay employees by receiving and verifying expense reports and preparing ACH payments.
• Verify vendor accounts by reconciling monthly statements and related transactions.
• Maintain historical records by scanning and filing documents.
• Match vendor invoices, purchase orders, and receipts; batch invoices and include reference information (vendor name or code, invoice number and date, etc.).
• Resolve A/P issues efficiently.
• Check figures, postings, and documents for correct entry, mathematical accuracy, and proper codes.
• Process payments, including ACHs, credit cards, and checks; validate, record, mail checks, and expedite special handling as needed.
• Open, organize, and distribute department mail as required.
• Assist with purchasing for other departments and inventory controls.

• 
  Secondary Duties

• Completes special projects as needed.
• Performs other related duties as assigned.

Supervisory Responsibilities: No.

Education and/or Experience:

• Bachelor’s degree in accounting or related field preferred, if not
• Five years of payroll and payables experience minimally required.
• Highly experienced with excel and accounting databases.

Language Skills:

• Ability to read and understand information and ideas presented in writing.
• Ability to communicate information and ideas in writing so others will understand.
• The ability to read, analyze and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.
• The ability to write reports, business correspondence, and procedure manuals.
• The ability to read operating manuals and instructions.

Mathematical Skills:

• Ability to gather and analyze data and to work with figures.
• Ability to choose the correct mathematical methods or formulas to solve a problem.

• Ability to gather and analyze data and to work with figures.

Reasoning Ability:

• Ability to solve practical problems and deal with various concrete variables in situations with limited standardization.
• Ability to interpret various instructions furnished in written, oral, diagram, or schedule form.

Certificates, Licenses, Registrations:

Certified Payroll Professional preferred, not required.

Other Qualifications:

• Collaborative work style with a strong ability and desire to function effectively in a team-based environment.
• Excellent customer service and interpersonal skills.
• High attention to detail.
• Outstanding time management and organizational skills, with meticulous attention to detail.
• Exceptional customer service orientation anticipates and responds promptly and professionally to requests and needs from all key stakeholders, setting clear expectations while considering other perspectives.
• Displays sound judgment and discretion when handling confidential information. High degree of self-motivation, personal discipline, and integrity.
• Ability to manage multiple tasks simultaneously and remain composed under pressure.
• Demonstrates a collaborative work style and a strong desire to work in a team environment.
• Integrity, credibility, and unwavering commitment to the organization's mission; a proactive, hands-on strategic thinker who collaborates with the CFO on financial responsibilities.
• Keen analytical, organizational, and problem-solving skills, enabling strategic data interpretation beyond simple reporting.
• Strong interpersonal and communication skills, with experience in effectively presenting key data to senior management, board members, or other external partners.
• Possess a valid Maryland Driver’s License and must have an acceptable driving record as determined by criteria established by NCIA’s insurance carrier and by NCIA policy

Physical Demands:

• Communication and auditory ability required.
• Ability to lift up to 20 lbs. occasionally.
• Ability to stand, sit, walk, bend, climb, and reach.
• Ability to see (vision) details at close range (within a few feet of the observer).

Work Environment:

• Primarily in office environment.

I understand that the above information on this description has been designated to indicate the general nature and level of work performed by an employee with this job title. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this job. This is not an all-inclusive job description; therefore, management has the right to assign or reassign schedules, duties and responsibilities to this job at any time.