Payroll Coordinator at Williamsburg Landing – Williamsburg, Virginia

JOB SUMMARY

Reporting to the Director of Accounting, the Payroll Coordinator ensures the accurate and timely execution of full-cycle payroll for the organization. This role acts as a link between managers, Finance & Accounting and Talent Management, the position manages the payroll lifecycle—from processing new hires and rate changes to auditing timecards and reconciling leave balances. By executing essential payroll processes, reporting and audits, this position mitigates organizational risk and maintains the integrity of time, labor, and compensation data to ensure compliance with regulatory requirements.

ESSENTIAL JOB FUNCTIONS

• Perform all aspects of the payroll function by reviewing and importing employee time cards into the current payroll system, checking figures for accurate and necessary approvals, and reviewing payroll documentation for accuracy and correcting necessary adjustments
• Communicate with Talent Management to ensure the integrity of the payroll data including data related to new hires, terminations, transfers and rate changes
• Process additional payrolls, as requested, to include service award checks and management incentives.
• Review, interpret, and build payroll process to align with policy changes. Recommend process and program improvements to ensure efficiency.
• Maintain employee paid leave balances and ensure accuracy of usage
• Prepare, review, and distribute biweekly, monthly, and quarterly reports as requested
• Prepare yearly regulatory reports to include workers compensation insurance audits, and PBJ reporting
• Assist in the annual audit by preparing assigned reports or providing documentation as requested by the Director of Accounting
• Maintain contribution deposits from payroll deductions
• Process court-ordered garnishments (child support, tax levies, student loans) and ensuring they are paid to the correct agencies
• Coordinate with the payroll provider to ensure federal, state, and local tax filings are accurate and submitted on time
• Ensure employees classified as non-exempt receive overtime pay that is calculated according to the Fair Labor Standards Act (FLSA) and state-specific laws.
• Assist with payroll system upgrades, testing new features, and maintaining the technical "mapping" between the timekeeping system and the general ledger.
• Responds to team member requests and questions related to payroll. Redirects inquiries to appropriate parties when needed to ensure timely issue resolution.
• Assist managers and team members with OnShift questions
• Prepares correspondence, checks and processes mail. Performs other clerical functions, such as copies, mails, scans and emails documents, and submits the office supply order for Finance & Accounting. Submits maintenance and housekeeping requests for the department.
• Performs other duties as assigned to support the efforts of the Director of Accounting, the Finance & Accounting team, and the organization

Qualifications

• Minimum of four (4) years’ work experience in Payroll processing and office bookkeeping experience, required; or any satisfactory combination of experience and training
• High school diploma or equivalent

Knowledge, Skills and Abilities

• Advanced proficiency with Google Suite, and Microsoft Excel; demonstrated experience with HRIS and Payroll processing software
• Knowledge of payroll tax and compensation concepts, principles, and practices, including pay and leave administration, retirement, insurance, worker’s compensation, and other employee benefits programs
• Knowledge of accounting theory and practices for non-profits
• Ability to understand a chart of accounts, trial balance, and balance sheets
• Demonstrated ability to effectively communicate both verbally and in writing; ability to maintain high performance and composure under pressure or opposition
• Strong organizational and administrative skills and the ability to handle multiple priorities simultaneously in a fast-paced environment
• Ability to build and maintain professional working relationships with a strong customer service orientation and work empathetically, effectively and collaboratively with team members and stakeholders to foster on-going mutual respect and trust
• Ability to follow through on projects and assignments delegated by the designated supervisor
• Ability to exercise sound judgment and respond appropriately in an open and receptive manner to changes in the work environment or work demands