Human Resources and Accounting Coordinator at AchieveKids – Palo Alto, California

Reports To: Head of Operations

Employment Status: Full-time

Department: Admin

FLSA Status: Non-exempt

Job Summary

The Human Resources and Payroll Coordinator is a full-time, hourly, non-exempt position, and reports to the Head of Operations. This is a confidential non-union position. You will facilitate and perform functions of the AchieveKids HR and payroll processes, including but not limited to employee relations, benefits coordination, leave of absence management, time clock management/correction, integration of time off, and assisting in payroll resolutions. In addition, this position will assist in weekly and monthly accounting operations. This position must be available to work at both AchieveKids campuses, as needed.

Essential Duties and Responsibilities

Duties marked with an asterisk (*) are considered to be essential to this position under the terms of the Americans with Disabilities Act.

Payroll & Human Resources

• Process payroll bi-weekly and distribute checks to employees.*
• Maintain, monitor, and manage employee time cards and time off policies and requests.*
• Coordinate with staff and supervisors on time clock corrections.*
• Collaborate with Human Resources in payroll problem resolution.*
• Ensure accuracy in pay data, deductions, and retirement matches.*
• Reconcile compensation and year-end payroll reports. Provide YTD payroll registers to include all gross wages, deductions, loans, and matches.*
• Prepare census report of employee data. *
• Provide onboarding training and offboarding support. *
• Review benefits enrollment and billing. *
• Maintain confidential employee files. *

Accounting

• Manage and maintain vendor list of all account payables.*
• Process accounts payable weekly including, but not limited to contractor, vendor, and carrier invoices, staff reimbursement requests, etc.*
• Prepare journal entries and record in QuickBooks for payroll cash transfer, payroll register entries, retirement plan contributions, etc. for approval.*
• File accounting paperwork weekly.*
• Maintain Disbursement Journal and database for asset addition and deletion.*
• Prepare and assist in filing business license, annual sales tax, 1099, 1096, and other accounting and IRS forms.*
• Prepare, coordinate, and assist with financial audits.*
• Assist with monthly, quarterly, and annual closings. *
• Assist Accountant at fiscal year-end, including contract preparation, year-end filing, and financial audit preparation.*
• Assist in preparation of various contracts: master contracts, Individual Service Agreements (ISA), or others.*

Physical Demands and Work Environment

Physical demands and work environment characteristics described here are representative of those that must be met or may be encountered by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

The position may require remote work on a temporary or permanent basis, depending on business needs. Remote work does not change the terms and conditions of employment. Remote employees must follow all AchieveKids policies, including adhering to all meal and rest break and attendance schedules. Remote employees are expected to dedicate their full attention to their job duties during working hours.

Physical Demands

While performing the duties of this job, the employee is regularly required to:

• remain in a stationary position 50% of the time
• occasionally move about inside the office to access file cabinets, office machinery, etc.
• constantly operate a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer
• constantly position self to maintain files in file cabinets by stooping, kneeling, crouching, or crawling
• communicate information and ideas so others will understand, and must be able to exchange accurate information in these situations
• observe details at close range (within a few feet of the observer), distance, peripheral vision, depth perception, and ability to adjust focus
• move boxes/items weighing up to 20 pounds across office for various needs

Work Environment

This position regularly works in indoor conditions, and may occasionally be exposed to outdoor weather and wet (humid) conditions. Noise levels in the work environment are usually moderate and can sometimes be noisy.

Qualifications

To perform this job successfully, the individual must be able to satisfactorily perform each essential duty. Requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

• Associate’s degree in business, accounting, tax, finance, economics, or related field, OR
• 3-5 years of experience in Human Resources with 3-5 years of payroll/accounting experience

Skills & Abilities

• High attention to detail and accuracy.
• Proficient computer skills, including experience with QuickBooks, Paylocity, Microsoft Excel, Microsoft Word.
• Experience with financial reporting and analyzing accounting data.
• Maintain a high degree of confidentiality.
• Excellent organizational and time management skills with the ability to plan ahead, prioritize, and meet deadlines.
• Effective oral and written communication skills.
• Ability to write reports, business correspondence, and procedure.
• Ability to function as part of an interdisciplinary team.
• Ability to think and act autonomously in a variety of situations.
• Ability to define and solve practical problems and deal with a variety of concrete variables, occasionally in situations where only limited standardization exists.

Language Skills

• Ability to read, analyze, and interpret general business periodicals and government regulations.
• Ability to write reports, business correspondences, and procedures.
• Ability to effectively present information and respond to questions from employees, managers, clients, families, and the general public.

Other Requirements

• Criminal record clearance or formal exemption.
• Tuberculosis risk assessment clearance within 60 days before hire and every four years thereafter.