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Payroll Coordinator

San Ramon, CA

Order: 65245

Under the supervision of the Payroll Manager, this position works closely with the Payroll Manager to provide administrative and technical payroll support to all the HRAS and employees in problem resolution, process improvement, and internal customer service. Also, responds to routine correspondence and assembles highly confidential and sensitive information. Deals with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize, and organize diversified workload.


Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.




· Manage the Payroll inbox


o Process daily Out of Cycle check requests


o Research Payroll inquiries


o Work with AR team on invoice discrepancies


o Track Corporate PTO


o Enter Direct Deposit for employees with multiple accounts


o Clear out pending advance banks & benefit dollars collected outside of the system


o Set up new Vendor Direct Deposit and Web Center Accounts



· Process the Weekly & Biweekly payroll on Tuesdays, Wednesdays & Thursdays


o Enter Manual Timesheets for Temps & Contractors as needed


o Enter Commuter check deductions Monthly


o Enter “Other Pay” Requests (Sick, Bonus, Commission, Retro, etc.)


o Approve CA time if manager doesn’t approve on time


o Review Corporate Time Needing Approval and send reminders


o Become backup for Payroll Manager’s urgent duties



· Manage Garnishment Tasks:


o Responsible for responding to and entering all Garnishments


o Process Weekly Garnishment run & mail checks with supporting documents


o Add in new Garnishment authorities as needed



· 401k Assistance:


o Enter 401k Rate changes every week


o Assist with gathering information for annual audit as needed


o Weekly upload for payment to vendor portal


o Bi-Monthly audit of contributions



· Reporting Duties:


o Send Weekly Check Count to Management Group


o Send Monthly Overtime/Double for Corporate employees to Management Group


o Special reporting & projects as needed


o Process Quarterly & Annual Healthy SF reporting



· Process Improvement/Auditing:


o Logging payroll errors weekly & help identify root cause


o Willingness and desire to work with the Payroll Manager to continuously evolve our processes to be more efficient and effective


o Audit Overpayment Check Corrections



· Create Daily Positive Pay Files


· Pick up, Distribute, and Drop off mail daily


· Coordinate and distribute office kitchen cleaning duties monthly






· BA or BS degree in Accounting or Finance is desired


· Minimum of 2 years of direct payroll processing experience


· Must have working knowledge of Payroll procedures and applicable Federal, State, and Local wage and hour law. Multi state knowledge is a plus


· Strong Excel experience creating pivot tables as well as VLOOKUP type formulas desired


· Maintains employee confidence and keeps information confidential