The Payroll Coordinator manages end-to-end payroll processing, ensuring accurate, timely, and compliant compensation distribution across a multi-shift workforce. Operating independently and efficiently, this role handles full-cycle payroll functions, expense reimbursements, and statutory reporting in strict alignment with federal, state, and local regulations as well as internal organizational policies.
The Payroll Coordinator acts as a central operational liaison, collaborating regularly with Human Resources, department management, and personnel across all levels to resolve payroll-related inquiries, maintain timekeeping integrity, and support audit readiness.
Key Responsibilities & Core Duties:
- Execute end-to-end payroll processing for full-time, part-time, and varied-shift personnel while maintaining complete confidentiality and high data integrity.
- Review, calculate, and process employee expense reimbursements, special disbursements, and adjustment payments in compliance with internal policy and legal guidelines.
- Oversee and verify time and attendance records generated through automated scheduling systems, ensuring proper shift differential tracking and overtime application.
- Maintain complete compliance with Federal Form W-2 reporting standards, annual wage statements, tax withholdings, and statutory reporting deadlines.
- Collaborate closely with Human Resources to align payroll adjustments, new-hire setups, rate changes, leave-of-absence calculations, and separation payouts.
- Act as a reliable point of contact for department leaders and employees, delivering prompt, customer-focused support for all payroll and time-tracking inquiries.
Minimum Qualifications & Experience Requirements for a Payroll Coordinator
- Education: High School Diploma, General Educational Development (GED) certificate, or equivalent required.
- Advanced coursework in accounting, finance, or business administration is a plus.
- Professional Experience: Minimum of 3 years of hands-on experience in full-cycle employee payroll processing, wage administration, and reimbursement oversight.
- Industry & Systems Expertise: Prior experience managing complex payroll within high-volume environments (healthcare or similar regulated industry setting preferred).
- Direct hands-on experience with Enterprise Resource Planning (ERP) systems (such as PeopleSoft) and automated time and attendance software (such as API) is strongly preferred.
- Regulatory Knowledge: Deep understanding of federal, state, and local labor and wage laws, tax withholding requirements, and year-end reporting protocols.
- Core Competencies: Outstanding analytical skill, strong numerical accuracy, excellent oral and written communication capabilities, and the ability to work independently under tight operational deadlines.
Position Specifications & Assignment Details for a Payroll Coordinator
- Work Schedule: Day Shift, 5x8 schedule (Monday through Friday, 7:30 AM to 4:00 PM; 40 hours per week).