Payroll Coordinator

ExpandED is dedicated to ensuring that all young people have access to enriching learning opportunities that affirm their identities, teach them valuable skills, and spark new possibilities. Through program development, capacity-building, research and advocacy, we work toward our vision of a vibrant and stable publicly-funded system of school-community partnership so that all New York City children thrive.

Established in 1998, the organization today works with more than 119,000 children and 900 programs throughout New York City to ensure that students in under-served communities have access to innovative, engaging ways of learning to enable them to reach their full potential. Over the last two decades, ExpandED Schools’ program, research and policy efforts have led to increased recognition of the academic, social, and emotional benefits of afterschool, increased funding, and new models for school-community partnership.

Purpose of the Position:

ExpandED is seeking a Payroll Coordinator to ensure accountability and compliance in processing and reporting payments to approximately 60 full-time and 10 part-time staff.

Duties & Responsibilities:

Reporting to the HR Senior Manager, the Payroll Coordinator will manage ExpandED’s payroll, 403B file submission, and invoicing related to payroll. The ideal candidate is an empathetic lover of spreadsheets and detailed processes.

Internal Documentation Needed for Payroll:

• Review timesheets in web-based system and ensure accurate completion across departments.
• Send reminders for internal staff of documents needed for payroll.
• Ensure timely, complete and accurate electronic payroll files for exempt and non-exempt employees for each bi-monthly payroll cycle.
• Manage the creation and submission of employee documents needed for payroll (eg.Payroll Action Forms, 403B deduction forms, etc.)

Payroll and Audit Documents via ADP:

• Ensure accurate and timely updates to the payroll and timekeeping system including but not limited to new hires, terminations, promotions, demotions, leaves and changes to pay rates
• Add all new and approved project codes in Time & Attendance to enable employees to charge their time worked appropriately.
• Maintain the integrity of the payroll system through timely and accurate electronic submission of payroll data to payroll provider, including the preparation and review of pre-submission reports with the CFO.
• Prepare monthly journal entries for posting to the general ledger and to support the payroll bank account reconciliation.
• Compile quarterly and annual wage and tax information for comparison to tax filings, deposits with local and federal agencies and annually for inclusion in audit schedules and W-2s.
• Report 403(b) employee contributions after each payroll; calculate employer contribution semi-monthly.
• Provide Payroll and HR data necessary for annual 403B Compliance Census.
• Serve as a liaison to ExpandED’s payroll vendor.
• Maintain confidentiality and provide superb customer service to address any payroll matters; answer employee questions regarding paychecks and deductions.
• Conduct monthly analysis of payroll data, and analysis/comparison of benefits and costs.

Supporting HR and Admin Team:

• Special Projects as assigned and required (eg. serving as a backup for HR Manager, assisting with in person all staff events)

Qualifications:

Candidates should bring experience and exceptional skills in:

• Excellent organization skills, with the ability to keep excellent records.
• Ability to meet deadlines consistently while delivering high-quality work.
• Ability and interest in using technology to minimize human error and boost efficiency for payroll and HR processes.
• Highly skilled to deal with different personality types and the ability to keep proper composure in high-pressured or ambiguous situations.
• High self-awareness and the ability to handle multiple, conflicting priorities in a fast-paced environment, with tact and diplomacy.
• Excellent follow-through skills, having a sense of urgency and accountability.
• Attention to detail and high standards for presentation of detailed information.

Location: Our organization follows a hybrid work structure where employees can work remotely or from the office, as needed. Leaders of teams may call team members together for in-person meetings in the office when they reasonably believe that the work will be more productive and/or efficient if completed through in-person collaboration, and all full-time employees are expected to attend bi-monthly all-staff meetings at the office.