Senior Payroll Coordinator

Description

East House is a dedicated non-profit organization committed to supporting individuals on their

journey to recovery. We provide comprehensive services, including residential support, counseling,

peer support and community outreach to empower individuals to overcome mental health and

substance use disorders and lead fulfilling lives. Our mission is to foster a supportive environment

that promotes healing and long-term recovery.

Responsibilities:

The Senior Payroll Coordinator is responsible for managing East House’s payroll processing, time and

attendance administration, and ensuring employee payroll records are current and accurate. The

incumbent serves as the payroll point of contact during annual 401k audits, supporting financial

reporting and compliance efforts.

Requirements

Payroll Processing:

· Compiles, reviews and processes data to ensure accurate and timely bi-weekly payroll for

full, part-time and temporary employees.

· Coordinates with Human Resources and Program Managers to update employee information

(e.g., new hires, terminations, pay changes, etc.) and ensures the necessary paperwork is

completed for payroll processing.

· Administers third party deductions, including but not limited to, garnishments, child support

orders, disability adjustments, 401(k) loans, state/federal tax levies, PTO payouts, and

voluntary staff giving contributions, enters data into HRIS system (Paylocity), and

communicates with staff as necessary regarding such deductions.

· Processes salary inquiries for NYS Department of Social Services, Housing Authority, mortgage

applications and other institutions as needed.

· Researches and resolves payroll issues and inquiries from employees and/or external parties

in a timely manner.

· Maintain payroll records, ensuring compliance with established policies and procedures;

researches and implements best practices to improve payroll efficiency as necessary.

· Develops and facilitates timecard and payroll training for system users.

· Maintains confidential employee information.

Accounting and Financial Reporting Support:

· Manages the preparation of regular payroll reports, including weekly, monthly, quarterly and

year-end reports of earnings, hours and deductions.

· Prepares and enters payroll related journal entries to core accounting system (FundEZ).

· Performs routine and ad-hoc data retrieval, research, analysis and reporting from the payroll records as requested. 

· Assists with the reconciliation of payroll accounts, including reconciling monthly payroll account bank statement.

 · Supports annual audits, including corporate and 401(k) audits. 

· Periodically reviews and updates payroll related policies and procedures. 

· Performs ad-hoc reporting as requested. 

· May perform other duties or projects as assigned by the Director of Accounting or Chief Financial Officer. 

Compliance and Record Keeping:

Maintains accurate payroll records, ensuring proper filing, archiving, and storage of payroll data. 

· Ensures payroll processes adhere to applicable federal and state laws, including wage and hour regulations, as well as East House compliance standards. 

· Attends trainings as necessary to stay current on payroll compliance issues, regulations, and sharing the information with all.

 · Collaborates with the Office of Ethics, Compliance & Quality to address non-compliance, and documenting corrective actions. 

Note: This job description may not cover all job duties and is subject to change without notice. Job duties, responsibilities, and/or activities may change at any time with or without notice.

 Education:

· Associate’s degree in Business, Human Resources, or Finance/Accounting preferred.

· Equivalent experience in lieu of education may be considered.

 Experience:

· Minimum of 5 years’ high-volume payroll processing with automated time recording system

software (Paylocity strongly preferred).

Other Skills/Abilities:

· Demonstrated knowledge of applicable federal and state time reporting and payroll laws

required.

· Possess excellent verbal and written communication skills to interpret and communicate

complex payroll and tax guidelines to staff in a clear and easy to understand manner.

· Strong customer service skills with commitment to helping others.

· Ability to quickly adapt and be flexible in approach to job tasks and challenges.

· Excellent time management skills with exceptional attention to detail and the ability to multi-

task and manage multiple priorities with competing deadlines.

· Initiative and independent judgement in carrying out job responsibilities.

· Experience with general ledgers, analyzing financial data, and identifying cost-saving opportunities. 

· Proficient understanding of accounting practices, collaborating for financial health, and supporting finance professionals.

 · Proficiency with MS Office Suite, including Excel, Outlook, PowerPoint and Word