Job description

Job Summary:
Our Mission is to provide high-quality services to children and adults who face the life-long challenges of mental illness, drug and alcohol dependency, and developmental disabilities.
In your job to provide weekly payroll checks and direct deposit for Bay Cove and Kit Clark, your position as Payroll Coordinator supports this mission.
In addition, the Payroll Coordinator shall perform all the functions necessary to distribute money to all staff, every week and be responsible for the accuracy of all items entered into the computer accounting system and the amounts calculated and printed on the checks or direct deposit advice.

Supervisory Responsibilities:
NOT APPICABLE
Requirements for the position

Personal Characteristics:

• Demonstrated ability to work effectively and collaboratively with a culturally diverse population.
• Ability to work collaboratively as a member of multi-departmental and cross-functional teams.
• Professional documentation and communication skills, as well as demonstrated organizational skills
• Ability to be flexible, open and responsive to ongoing changes.
• Ability to identify opportunities and challenges and develop effective, creative solutions to pursue opportunities.

Other Qualifications:

• At least 2 years experience in a payroll position utilizing a computer system to process payroll
• Proficient in Excel and Word
• Non-profit experience very helpful
• Demonstrated accounting, bookkeeping, and project management experience.
• An acceptable CORI (criminal record assessment).
• A COVID-19 vaccination is a requirement of the position. One COVID-19 shot is acceptable, contingent on the individual receiving the second shot within the allotted time frame.

Essential Functions of Position:
I. Review time sheets for accuracy, including correct authorizations

• Verify that employees receive overtime pay for hours worked over 40 or otherwise specified
• Calculate blended rate amounts when employee works over 40 hours and at two different pay rates
• Evaluate special exceptions report and make adjustments accordingly
• If employees are owed hours from previous week, ensure that they are paid overtime if needed and are deducted accordingly

II. Update all payroll information in the computer payroll system.

• Review status change forms, whether it be an RU transfer or pay increase, and make adjustments accordingly
• Adjust employee personal information per Employee Information Update emails
• Ensure that all employee pay codes, other than Cell Phone, are set to a weekly pay period for tax purposes before entering anything into new weekly payroll transaction batch

III. Enter variable weekly data in the system.

• Input all new hire information received from Human Resources’ new hire packets before opening a new week of timesheets

IV. Process weekly registers, reports, checks and direct deposit slips.

• After payroll has posted, generate and print ACH file in order to complete direct deposit for Thursday’s pay date
• Once weekly payroll is run, make sure to organize checks according to check disposition and mail out any required for mailing by 5pm
• Print out appropriate check history reports and deduction register
• Update Bay Cove and Kit Clark payroll reconciliations using check history, deduction, benefits, and ACH reports
• Ensure that the Assistant Controller receives a copy of the payroll reconciliation so that daily cash disbursements and cash flow can be updated
• Update weekly staff withholdings and create check request spreadsheets for both Bay Cove and Kit Clark so that Accounts Payable can process
• Print any paper direct deposit slips from BayNet and mail by 5pm.
• Be prepared to process additional payrolls for any omitted hours, vacation buybacks or other various reasons
• Assistant in the preparation and collection of year end audit request.

V. Assist in annual payroll procedures

• Assist with the processing and distribution of W-2 forms for all Bay Cove and Kit Clark employees

VI. Any other function, temporary or otherwise assigned by the Assistant Controller, Controller or the Director of Administration and Finance.

Note:
This job description is intended only to provide general guidelines. It is understood that the position may evolve over time and additional or different duties may be added at management’s discretion. It is the policy of Bay Cove and Kit Clark to review and update job descriptions annually; however updates and revisions may occur within a given year if indicated.
Required Training
Training Topic Timeline for completion Date scheduled What time? Where? With Whom? Re-certification needed Recertification date
Orientation
Department Specific Orientation 1st week
BC Orientation 1st 2 months
Basic Health & Safety Skills
Standard First Aid 1st 3 months Not Applicable
Std. First Aid Recertification Not Applicable
CPR 1st 3 months
CPR Recert. Not Applicable Every 1 year
HIV 1st year
Basic Job Related Skills
Supervision for Supervisors 1st year Not Applicable
Project Management 1st year Not Applicable
Negotiating 101 1st year Not Applicable
Periodic Review 1st year Not Applicable
Cultural Diversity 1st year Not Applicable
Advanced Job Related Skills
1st year

1st year
1st year
Management Skills
Sexual Harassment 1st 3 mos.
Excel Not Applicable
Supervisor & Management Seminar One time series, 1st yr. Not Applicable
Computer Crash Course 1st 3 months Not Applicable
Personnel Policies Supervisor
Budget Monitoring

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