Payroll and Accounting Coordinator

MAJOR ACCOUNTABILITIES

The Payroll and Accounting Coordinator is a key member of the Finance team and is responsible for processing payroll for union and non-union employees, managing payroll and benefits documentation, and ensuring compliance with labor and tax laws. This role is also responsible for handling accounts payable tasks, such as processing invoice payments, reviewing transactions, and maintaining vendor profiles, as well as coordinating all calendar year-end tax forms. The Payroll and Accounting Coordinator supports financial operations by preparing reports, assisting with audits, and performing ad hoc expense analysis. This role interacts regularly with other members of the Finance department and the Human Resources department (HR) and provides superb customer service to all employees and vendors.

DUTIES AND RESPONSIBILITIES

include but are not limited to the following. Other duties and responsibilities may be assigned.

Payroll and Human Resources

• Process weekly payroll for union employees and bi-weekly for non-union employees.
• Prepare payroll and benefits journal entries with documentation.
• Deposit retirement contributions and loan payments; process union-related benefit and dues payments and reports.
• Distribute paychecks and check stubs; promote direct deposit and ADP self-service.
• Maintain confidentiality and provide customer service for payroll and benefit issues.
• In coordination with HR, communicate payroll, tax, time off, and benefit changes to staff.
• Process and issue annual W2s.
• Stay updated on labor and tax laws affecting payroll.
• Administer and maintain ADP HRIS for all employees; monitor HRIS and payroll reports for accuracy; identify and implement ADP process efficiencies with HR.
• Assist HR to ensure data entry accuracy for new hires, terminations, benefits, and other employee profile updates.
• In coordination with HR, respond to unemployment claims and employment/wage verification requests.
• Assist HR with lists, reports, and projects, and maintain personnel and benefits documentation with HR team.
• Document and update payroll and related HR administrative procedures.

Accounts Payable and Finance Operations Support

• Process Bill Pay invoice payment requests in expense management software (Ramp); review for accuracy and approvals.
• Review Ramp card transactions and reimbursements for compliance and accurate expense coding.
• Maintain documentation on Ramp usage; suggest and implement process improvements.
• Onboard new employees to Ramp; communicate appropriate usage to current employees.
• Regularly review all Ramp transactions for accuracy and compliance; import data to accounting system (Financial Edge).
• Monitor accounts to ensure timely payments; resolve invoice discrepancies.
• Correspond with vendors and respond to inquiries.
• Produce weekly/monthly reports; assist with month-end close.
• Maintain Ramp vendor profiles, ensuring completeness of tax forms and payment information and required contracts that support invoice payment.
• Prepare the Daily Receipt report with supporting documents; make cash deposits as needed.
• Assist/backup the Senior Accountant with support for Development contributions, Academy tuition, and other fees.
• Prepare Accounts Payable journal entries and GL account reconciliations with documentation.
• Determine, process, and issue 1099s to the IRS by due dates.
• Assist with preparation and support for annual financial audit, 403b audit, Workers Compensation audit, and annual tax filings.
• Perform ad hoc expense analysis for Finance and departmental review.
• Cross-train in daily cash report, sales tax filing, and other duties.
• Demonstrate consistent involvement and a continuous dedication to expanding inclusivity, diversity, equity, and accessibility at the Joffrey.
• Other duties and responsibilities as assigned.

QUALIFICATIONS & REQUIREMENTS INCLUDE:

2-3 years of complex payroll processing experience, preferably for union and non-union employees, with familiarity in ADP and Blackbaud’s Financial Edge. Experience with Accounts Payable automation software (e.g., Ramp, Bill.com) is preferred. A degree or certificate in Accounting, Finance, Human Resources, or equivalent skills and experience. Strong understanding of federal, state, and payroll tax laws, and proficiency in Microsoft 365, including Excel and Outlook. Excellent attention to detail, accuracy, and the ability to work independently in a fast-paced environment. Strong communication and customer service skills, and the ability to maintain confidentiality due to the nature of the work being performed. Proven ability to lead payroll, HR, and finance processes, recommend improvements, and implement changes. Ability to identify areas for process improvement, streamline processes, clean and analyze data, and drive solutions. Collaborative skills to work with HR and Finance teams, refine processes, research best practices, and implement efficiency ideas. Commitment to inclusivity, diversity, equity, and accessibility. Adaptability to changing priorities and effective teamwork. Willingness to perform other duties as assigned. Nonprofit experience preferred. Background and credit check required. Payroll certification (e.g., CPP) and accounting certification (e.g., CPA) are a plus.

WORK SCHEDULE: Weekly hours will generally be within the range of 8:30am – 5pm, Monday through Friday. Additional hours as needed to meet deadlines.

APPLICABLE PHYSICAL CAPABILITIES: General mobility in office areas. Ability to operate data processing and other office equipment. Ability to lift up to 20 lbs. Prolonged periods sitting at a desk and working on a computer. Excellent verbal and written communication skills.