Job Title: Accounts Payable/Payroll Coordinator
Department: Administration
Reports to: Vice President of Finance
Job Purpose:
The Accounts Payable/Payroll Coordinator is responsible for the accurate processing of payroll for all employees at Saint Viator High School. This role ensures compliance with federal and state regulations while maintaining confidentiality and providing excellent service to staff regarding payroll-related inquiries.
Key Responsibilities:
Accounts Payable-
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Process invoices for payment weekly.
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Verify costs are in alignment with the annual budget.
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Respond to vendor inquiries in a professional and timely manner.
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Research and resolve discrepancies with purchase orders, invoices, or payments.
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Maintain vendor account information.
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Prepare annual 1099 filing.
Payroll-
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Prepare and process payroll on a semi-monthly schedule, ensuring accuracy in hours worked, deductions, and employee classifications.
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Maintain accurate employee payroll records, including new hires, terminations, and changes in employment status or pay rates.
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Administer and reconcile deductions for benefits, retirement plans, and garnishments, ensuring compliance with applicable laws and School policies.
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Generate and distribute payroll reports, including summaries and detailed reports for management, as well as year-end reports such as W-2s.
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Ensure compliance with federal, state, and local payroll regulations and guidelines, including tax withholdings and reporting requirements.
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Serve as a point of contact for employee inquiries regarding payroll, benefits, and timekeeping, providing timely and accurate responses.
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Maintain accurate and organized payroll files and documentation, ensuring confidentiality and security of sensitive information.
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Work closely with the Vice President of Finance to ensure accurate budgeting and reporting of payroll expenses.
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Provide training and support to staff on timekeeping systems and payroll processes.
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Perform other duties as assigned by the Vice President of Finance.
Qualifications/Experience:
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Associate’s degree in Accounting, Finance, Business Administration, or a related field preferred.
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Minimum of 1-3 years of payroll processing experience, preferably in an educational or nonprofit setting.
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Personal support of Saint Viator High School’s mission and vision, exercises good judgment, personal integrity, and maturity.
Skills and Abilities:
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Project a positive image of Saint Viator High School and maintain confidentiality when appropriate.
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Strong knowledge of payroll regulations and procedures.
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Proficiency in payroll software (Paycom preferred), accounting software (Blackbaud preferred) and Microsoft Excel.
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Excellent attention to detail and organizational skills.
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Strong communication and interpersonal skills.
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Proven ability to manage multiple priorities and foster a collaborative work environment.
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Ability to work collaboratively in a diverse educational environment.
Working Environment:
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Work in a school environment, collaborating closely with the Finance team and staff.
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Occasional evening or weekend hours may be required for payroll processing or special projects.
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While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands and fingers to operate a computer, telephone and keyboard; and reach with hands and arms.
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Moderate lifting is required.
